Executive Administrative/Personal Assistant at Allied National Services

Job Title: Executive Administrative & Personal Assistant

Location: Allied National Services - Corporate Office
Schedule: Full-Time | Monday - Friday | 9:00 AM - 5:30 PM (subject to change)
Employment Type: Non-Exempt

Overview:

Allied National Services is seeking a highly organized, proactive, and dependable Executive Administrative & Personal Assistant to support our senior leadership team. This dual-role position requires a professional who excels in both corporate administrative functions and personal assistant duties, helping executives stay focused, organized, and productive in a fast-paced, high-growth environment.

The ideal candidate is a self-starter with excellent communication skills, sound judgment, and the ability to manage multiple priorities with discretion and efficiency.

Key Responsibilities:

Executive & Administrative Support:

• Provide comprehensive administrative support to Directors and upper management

• Manage calendars, schedule meetings, and coordinate appointments and travel arrangements

• Prepare, edit, and format reports, presentations, and correspondence

• Assist in organizing executive-level meetings, including agenda preparation, note-taking, and follow-up

• Maintain digital and physical filing systems in accordance with legal and company requirements

• Prepare data reports and scorecards using Excel and internal systems

• Support cross-functional teams on special projects, events, and company initiatives

• Respond to phone calls, emails, and mail inquiries in a timely and professional manner

• Handle sensitive company information with the highest level of confidentiality

Personal Assistant Duties:

• Assist executives with occasional personal tasks, appointments, and errands as needed

• Coordinate personal travel, reservations, and special event planning

• Maintain reminders and task lists to help executives manage both personal and professional obligations

Training & Team Support:

• Assist with onboarding and training coordination, including scheduling classes and maintaining training materials

• Track attendance and participation in training programs

• Update and manage content on the internal training portal

Operational Support:

• Identify opportunities to improve systems, processes, and workflows

• Provide administrative support for department-wide communications, HR inquiries, and policy guidance

• Build and maintain strong relationships with internal teams and external partners

Key Competencies:

• Maintains strict confidentiality and exercises sound judgment

• Excellent verbal and written communication skills

• Highly organized with strong attention to detail

• Self-motivated and proactive with the ability to work independently

• Ability to manage multiple priorities under pressure

• Strong interpersonal skills with the ability to build trust and rapport

• Technologically savvy; quick to learn new systems and tools

• Team player who collaborates well across departments

Qualifications:

• Bachelor's degree preferred, or 2-3+ years of experience in a corporate administrative or executive assistant role

• Prior experience supporting senior leadership or C-level executives strongly preferred

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Excellent time management and organizational skills

• Process-oriented mindset with a commitment to accuracy and compliance

• Flexible and adaptable to shifting priorities and business needs

If you're a high-performing administrative professional who thrives in a fast-paced environment and enjoys wearing multiple hats, we'd love to hear from you. Join Allied National Services and play a vital role in supporting our executive team's success.