Executive Assistant

Description

The Executive Assistant serves as the primary gatekeeper and strategic support partner to the CEO of ProSync, exercising substantial discretion and independent judgment on a wide range of confidential, administrative, and operational matters critical to the leadership and success of the executive and the company. This is a full-time, salaried exempt position requiring a high degree of initiative, foresight, and the ability to prioritize and manage complex, sensitive responsibilities with minimal supervision.

Responsibilities:

• Independently manage and oversee the CEO's complex calendar and scheduling commitments, proactively resolving conflicts, anticipating needs, and making high-level scheduling decisions that impact executive availability and company priorities.
• Exercise discretion in screening, prioritizing, and responding to incoming communications (email, phone calls, messages, and correspondence) on behalf of the CEO, often drafting substantive responses and determining appropriate escalation or delegation.
• Direct the organization, maintenance, and strategic retrieval of highly confidential files, contracts, financial records, intellectual property, and proprietary business documents, ensuring compliance with internal policies and legal requirements.
• Oversee and manage the CEO's financial administration of expense reports, corporate purchasing, accounts payable/receivable processes, and vendor relationships, exercising authority to approve expenditures within established guidelines and ensuring accuracy and timeliness.
• Coordinate complex domestic and international travel logistics, event planning, and on-site/off-site executive requirements, frequently making autonomous decisions to adapt plans in real time.
• Provide high-level project coordination and logistical support for creative, entertainment, and business-development initiatives and events led by the CEO, including stakeholder communication, timeline management, and resource allocation.
• Anticipate executive needs and independently initiate and complete special projects and administrative initiatives that support the CEO's strategic objectives.
• Perform additional duties of a similar executive-support nature as assigned, exercising discretion and professional judgment.

Requirements

• 5 - 8 years of combined administrative, client-services, and operations support experience in high-pressure, client-facing environments (healthcare, premium hospitality, private client services, or regulated industries).
• Direct experience supporting multiple providers/executives with complex calendar management and secure communications (e.g., VA Hospital, private hospitality groups).
• Proven track record handling confidential and sensitive information in regulated settings (HIPAA-level medical records, Sensitive DOD information, or cash-handling roles requiring gaming licenses).
• Successful completion of federal and local background investigations (Federal/DOD clearance or public trust).

Benefits

Join PROSYNC and enjoy our great benefits!

Health & Retirement:

• We offer a comprehensive Health Benefits package and 401K Retirement plan so you can take care of yourself and your family, now and in the future. Other health-related benefits include an employee assistance program for those difficult times or when you need to take care of your mental health.

Education:

• Individual growth is a priority at ProSync. Employees are encouraged to take advantage of our company-sponsored continuing education program so you can get your degree or that next certification you need to propel you to the next level.

Work/Life Balance:

• A healthy work/life balance is essential for building and executing your work effectively at ProSync, but it's also necessary to allow you the room to pursue everything else you want to develop in your personal life. We offer generous Paid Time Off and 11 paid holidays a year. ProSync also provides flexible work options that work with your schedule and lifestyle.