Executive Administrative Assistant
Location: Durham, NC (Onsite, with one remote day per week)
Schedule: Full-time, Monday-Friday, 9:00 am - 5:00 pm
Position Summary
Durham Distillery, a fast-paced, growing organization, seeks a motivated and skilled Executive Administrative Assistant to support the Chief Executive Officer (CEO) and President. Your primary focus will be aiding in a successful fundraising round for 2025, while also managing critical finance, operations, and communications systems. You will play a key role in ensuring efficient internal operations and supporting executive functions.
This is a pivotal, dynamic position where adaptability, organization, and initiative are crucial. You will work onsite in Durham, NC, full-time, with the flexibility to work remotely one day per week.
Key Responsibilities
Fundraising Project Management (50%)
- Logistics: Schedule, track, and prepare CEO, President, and external attendees for investor meetings.
- Meeting Management: Document meeting notes, follow-up tasks, and action items.
- Project Tracking: Manage investor outreach, prioritize CEO's and President's follow-ups, and ensure timely communication.
- Research: Identify and qualify new investor prospects. Collaborate with PR agency to arrange speaking engagements and conferences.
- Gift Management: Coordinate shipping and acknowledgments of investor samples and gifts.
- Travel Coordination: Organize trips to maximize fundraising opportunities.
- Stakeholder Communication: Liaise with external stakeholders on behalf of the CEO and President.
Executive Support (25%)
- Manage CEO’s and President’s schedules, travel, and correspondence.
- Act as a liaison with agencies, vendors, and customers.
- Screen emails and calls, ensuring timely and appropriate responses.
- Assist with executive correspondence and preparation for meetings or events.
Finance & Operations (25%)
- Financial Tasks: Process and track expenses and income, manage QuickBooks Online, and provide monthly reconciliation support to external bookkeeper and fractional CFO.
- Payroll Support: Reconcile expense reports, tips and commissions. Enter payroll data into ADP for CEO review.
- License Management: Maintain licensing calendars and facilitate compliance for external-NC distribution.
Qualifications
Professional Skills
- Experience: 3+ years in project management, with 2+ years of direct executive-level support.
- Flexibility: Proven ability to adapt in a dynamic, fast-changing start-up environment.
- Communication: Outstanding written and oral communication skills, with experience engaging diverse audiences.
- Detail-Oriented: Exceptional attention to detail and accuracy, ensuring high-quality outputs.
- Organizational Excellence: Strong multitasking abilities and proactive prioritization.
Technical Skills
- Proficiency in Microsoft Office Suite, QuickBooks Online, and ADP.
- Strong presentation and report preparation skills.
Preferred
- Bachelor’s degree in business administration or a related field.
- Background in start-ups or similar nimble organizations.
Who You Are
- A quick learner who works independently and thrives in a fast-paced environment.
- Strategic, forward-thinking, and capable of managing evolving priorities.
- Discreet and professional in handling confidential information.
This role offers an opportunity to work closely with executive leadership and play an integral role in the company’s growth trajectory. If you're eager to make an impact in a dynamic organization, we want to hear from you!
