Executive Assistant to the CEO and Executive Leadership Team

Description

Ntracts is seeking a highly organized, resourceful, and collaborative Executive Assistant to support the Chief Executive Officer and broader Executive Leadership Team. This individual will also manage the day-to-day operations of Ntracts' Chattanooga office and serve as the primary administrator of the company's internal contract management system.

This role requires strong judgment, attention to detail, discretion, and the ability to anticipate needs before they become urgent. The successful candidate will help the CEO and ELT operate more effectively by managing schedules, organizing meetings, coordinating events and travel, maintaining accurate records, and ensuring commitments receive appropriate follow-up.

The Executive Assistant will work closely with the Chief Executive Officer and Chief of Staff to coordinate leadership priorities, support company-wide initiatives, improve communication and organization, and help create a positive and connected employee experience.

The position also serves as the primary point of contact for the Chattanooga office, including facilities, vendors, supplies, meals, and on-site meetings.

Responsibilities

CEO Support

• •Manage the CEO's calendar, including scheduling, prioritization, meeting coordination, and resolution of scheduling conflicts.
• •Help the CEO prepare for meetings by organizing agendas, background materials, presentations, and other relevant information.
• •Monitor the CEO's email under established guidelines, identify time-sensitive or high-priority matters, organize follow-up, and draft responses when requested.
• •Coordinate business travel, including flights, hotels, ground transportation, itineraries, and schedule changes.
• •Organize and submit expense receipts and reports accurately and on time.
• •Maintain reminders, task lists, and follow-up items to help the CEO stay organized.
• •Handle confidential company, employee, customer, Board, and transaction-related information with discretion.
• •Provide general administrative and organizational support based on the CEO's priorities.

Executive Leadership Team Support

• •Coordinate calendars and meetings involving members of the Executive Leadership Team.
• •Organize recurring ELT meetings, leadership off-sites, planning sessions, and other executive events.
• •Prepare agendas and distribute meeting materials in advance.
• •Document key decisions, action items, owners, and deadlines.
• •Maintain a centralized record of ELT priorities, meeting materials, decisions, and follow-up items.
• •Monitor outstanding commitments and provide reminders to the appropriate owners.
• •Help maintain the ELT's annual operating calendar, including planning sessions, reviews, company events, and Board meetings.
• •Support individual ELT members with scheduling and organization based on agreed-upon priorities and available capacity.
• •Work directly with the Chief of Staff to coordinate executive priorities, leadership communications, meeting follow-up, and special projects.
• •Partner with the HR Manager on employee events, leadership initiatives, onboarding activities, internal communications, and other people-related programs.

Chattanooga Office Management

• •Oversee the day-to-day operation and appearance of the Chattanooga office.
• •Serve as the primary contact for the building manager, cleaning service, maintenance providers, and other local vendors.
• •Coordinate repairs, building access, office services, and facilities-related requests.
• •Order and maintain office supplies, snacks, beverages, and other workplace necessities.
• •Arrange and pick up lunches, catering, and refreshments for employees, candidates, customers, Board members, and other visitors.
• •Prepare meeting rooms and common areas for on-site meetings and events.
• •Help ensure the office remains clean, organized, welcoming, and ready for employees and guests.
• •Coordinate access, workspace preparation, and basic office orientation for new employees and visitors.
• •Track office-related vendor relationships, recurring services, and expenses.
• •Support local employee events and company gatherings in partnership with the Chief of Staff and HR Manager.

Events and Special Projects

• •Coordinate company meetings, leadership events, dinners, celebrations, and other internal gatherings.
• •Manage event logistics, including venues, invitations, catering, travel, schedules, materials, and vendor coordination.
• •Support company-wide initiatives and special projects assigned by the CEO.
• •Assist with administrative coordination related to acquisitions, integrations, and other confidential company initiatives when requested.

Requirements

• •Five or more years of experience supporting senior executives, preferably including a CEO or executive leadership team.
• •Experience coordinating complex calendars, executive meetings, travel, expenses, and events.
• •Office management or facilities coordination experience.
• •Strong written and verbal communication skills.
• •Excellent organizational skills and consistent attention to detail.
• •Demonstrated judgment when handling competing priorities and confidential information.
• •Ability to work independently, anticipate needs, and follow assignments through completion.
• •Comfortable communicating with executives, Board members, employees, customers, candidates, and vendors.
• •Proficiency with Microsoft Outlook, Teams, PowerPoint, Word, Excel, and related collaboration tools.
• •Experience administering a contract management system or another business workflow platform is preferred.

Schedule & Travel Requirements

• •This position must work from the Chattanooga office at least three days during a typical five-day workweek.
• •Additional in-office days may be required for Board meetings, leadership sessions, company events, candidate interviews, or other important gatherings.
• •The role may occasionally require work outside standard business hours to support travel, events, Board meetings, or urgent executive scheduling needs.
• •Approximately one to two business trips per year are expected.