Executive Assistant

About Us: Exceptional Service. Endless Improvement. Passionate People. Honest and Forthright . These values guide everything we do, and we achieve them thanks to the diverse and collaborative efforts of our team. We are dedicated to creating a supportive environment where every team member can thrive. This includes fostering learning, professional growth, and valuing each team member's input, all within a culture that promotes work-life balance and a strong sense of belonging.

Charles IT is seeking a highly organized and proactive Executive Assistant to join our growing team. This role is ideal for someone who thrives in a fast-paced environment and is passionate about leveraging their organizational skills to support our leadership team. The ideal candidate will play a key role in helping our executives manage dynamic schedules, prioritize initiatives, and execute on departmental goals with efficiency and professionalism.

Responsibilities:

• Act as the gatekeeper and primary owner of the Director and Manager calendars, ensuring schedules reflect departmental priorities

• Monitor and prioritize team calendars to maximize efficiency and productivity

• Attend departmental meetings and manager 1:1s to stay aligned on priorities and ensure proper follow-up

• Manage and organize internal systems, including the creation of tickets and task tracking for to-dos

• Prepare agendas and supporting materials for daily meetings and department check-ins

• Coordinate travel arrangements, including booking flights, hotels, and transportation

• Manage all aspects of corporate gifting, including sourcing and fulfillment

• Support with personal requests handled through the corporate concierge

• Oversee and maintain project timelines, ensuring completion and follow-through on department initiatives

• Create and manage ConnectWise projects to track and execute departmental goals

• Coordinate in-office presence and logistics for Directors and Managers at the Stamford office, as needed

• Other duties as assigned

Requirements

• Proven experience as an Executive Assistant or in a similar support role

• High school diploma required; relevant certifications are a plus.

• Exceptional organization and time management skills

• Strong written and verbal communication abilities

• High level of discretion, professionalism, and attention to detail

• Ability to work independently, prioritize effectively, and manage multiple tasks simultaneously

• Proficiency in office software, including Microsoft Office Suite or similar

• Experience with business tools such as ConnectWise, Teams and/or Zoom

• Comfortable navigating internal systems and project/task management tools

• Strong interpersonal skills with the ability to build positive working relationships across all levels of the organization

• Adaptable, resourceful, and proactive in solving problems and anticipating needs

Benefits

Charles IT offers a competitive benefits program including Medical, Dental, Vision, Life, Disability, Paid Holidays, PTO, 401K, and bonuses. In addition, we offer free dry cleaning, a fully stocked break room, Friday team lunches, paid training, team-building outings every quarter, professional development and so much more!

Our Commitment to Inclusion:

Charles IT is committed to creating an inclusive environment for all employees. We do not discriminate based on race, color, religion, sex, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity, or any other protected category. We welcome and encourage diverse perspectives.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties may be required.

If you're excited about contributing your expertise to a fast-growing company that values innovation and teamwork, we'd love to hear from you!