Executive Assistant - IPS Security

IPS is one of the top customer service providers in the country. With a 15-year history of providing services for some of the largest festivals and venues, our customers know that we have both the people, as well as the processes to ensure their guest's and employee's safety.

At IPS, Our Core Mission is to ensure the best customer services for our clients by providing them with the highest trained professionals in the industry.

We are a family atmosphere, and we look forward to meeting all who apply.

Job Overview:

We are seeking a highly organized and proactive Executive Assistant to support the CEO in both personal and professional capacities. The ideal candidate will be detail-oriented, resourceful, and capable of managing a variety of tasks, from scheduling to travel arrangements, while ensuring the CEO stays organized and focused on priorities. This role requires someone who can anticipate needs, handle confidential information with discretion, and ensure the smooth functioning of day-to-day activities. The position will pay between 50 to 60k annually based on experience and qualifications.

Key Responsibilities:

  •  Calendar Management:

  •  Organize and manage the CEO’s daily, weekly, and monthly schedule, ensuring all appointments, meetings, and commitments are prioritized and well-planned.

  •  Proactively adjust and optimize the calendar to reflect changing priorities.

  •  Email Management:

  •  Monitor and manage the CEO’s inbox, ensuring prompt responses to critical emails and sorting/replying to routine communication as necessary.

  •  Flag and prioritize important emails and tasks to keep the CEO organized.

  •  Travel Planning:

  •  Coordinate and arrange all business and personal travel, including flights, accommodations, and itineraries.

  •  Ensure smooth travel experiences by managing schedules, preferences, and any changes along the way.

  •  Personal & Family Support:

  •  Handle personal tasks, appointments, and family activities, ensuring the CEO’s home life is as organized as business affairs.

  •  Coordinate family events, appointments, and activities, acting as the point of contact for family-related matters.

  •  Health & Wellness Management:

  •  Assist in organizing health-related appointments and ensuring the CEO’s health goals are maintained, including reminders for hydration, meals, and fitness.

  •  Keep track of any health priorities and ensure they are incorporated into the daily schedule.

  •  Priority Management:

  •  Help the CEO stay on top of business priorities by organizing tasks, deadlines, and ensuring nothing slips through the cracks.

  •  Provide reminders and assistance with time management for critical tasks and projects.

Qualifications:

  •  Proven experience as an Executive Assistant or in a similar role, supporting senior-level executives.

  •  Excellent organizational and time management skills, with the ability to manage multiple priorities effectively.

  •  Strong communication skills, both written and verbal.

  •  Discretion and confidentiality handling sensitive information.

  •  Proficiency in Microsoft Office Suite, Google Workspace, and calendar/email management software.

  •  Ability to anticipate needs and provide proactive support.

  •  Strong problem-solving skills, adaptability, and flexibility.

  •  High level of attention to detail and accuracy.

Personal Qualities:

  •  Self-motivated with a strong work ethic.

  •  Highly organized and efficient.

  •  A positive attitude and a desire to go the extra mile.

  •  Able to maintain calm under pressure.

If you're a highly adaptable, detail-oriented individual who can embrace change and provide exceptional executive support, we want to hear from you! Please submit your resume and a cover letter outlining your relevant experience and explaining why you're the perfect fit for this role. 

We value diversity and are committed to creating an inclusive workplace for all our team members. Join us in ensuring the safety and success of events! 

All your information will be kept confidential according to EEO guidelines.