Executive Assistant

Brief Description

Company Overview

At Pioneer, you're more than an employee, you’re an owner. As a 100% employee-owned company, everyone shares our success through our ESOP retirement plan. We specialize in custom unitized curtain wall systems and are known for our innovative designs, award-winning technology, and commitment to quality. With offices across the Midwest and East Coast, we’re growing—and so can your career.

Pioneer provides a comprehensive benefits package for full-time employees, which includes medical, dental, vision, critical illness, and accident coverage. The company also offers employer-paid life insurance, short- and long-term disability, an Employee Assistance Program (EAP), tuition reimbursement, and a 401(k) plan with a 4% company match. Committed to supporting work-life balance, Pioneer offers flexible work schedules to help employees thrive both professionally and personally.

Join a team that values your voice, invests in your future, and celebrates your success.

Job Summary

The Executive Assistant (EA) to the C-Suite provides high-level administrative, operational, and strategic support to senior executives. This role requires exceptional judgment, confidentiality, organizational excellence, and the ability to manage competing priorities in a fast-paced environment. The EA acts as a trusted partner to executive leadership, enabling efficiency, communication, and execution across the organization.

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to C-suite executives, including calendar management, meeting coordination, travel arrangements, and expense reporting.
• Anticipate executive needs and proactively resolve issues before they arise.
• Serve as a primary point of contact between executives and internal/external stakeholders.
• Draft, review, and manage correspondence, presentations, reports, and briefing materials.
  
  

Calendar & Meeting Management

• Manage complex calendars across multiple executives and time zones.
• Coordinate board meetings, executive meetings, and leadership offsites.
• Prepare agendas, materials, and presentations; capture and distribute meeting notes and action items.
  
  

Communication & Liaison

• Handle sensitive and confidential information with the highest level of discretion.
• Communicate on behalf of executives when appropriate.
• Build strong relationships with senior leaders, board members, clients, and external partners.
  
  

Project & Operational Support

• Support special projects, initiatives, and cross-functional workstreams as assigned.
• Track deadlines, deliverables, and follow-ups for executive priorities.
• Assist with planning and execution of leadership meetings, and retreats.
  
  

Office & Business Operations

• Support executive workflows, processes, and administrative systems.
• Identify opportunities to improve efficiency and streamline executive operations.
• Coordinate with HR, Finance, Legal, and other departments as needed.
  
  

Job Requirements

• 5+ years of experience as an Executive Assistant supporting senior leadership or C-suite executives
• Proven ability to manage complex schedules and priorities with minimal supervision
• Exceptional written and verbal communication skills.
• Strong organizational skills and attention to detail
• High level of professionalism, integrity, and discretion
• Proficiency with Microsoft Office, Google Workspace, and calendar/travel tools
• Experience supporting multiple executives simultaneously
• Experience working with Boards of Directors or investors
• Project management experience or certification