Executive Assistant

Who We Are:

Founded in 1971 in Chelmsford, MA and now headquartered in Southern California, NAVCO has been committed to innovation and world-class service from day one. Built on our core values of Quality, Teamwork, Respect, Honesty, Integrity, and Responsibility, NAVCO has grown into one of the largest security integrators in the country. As an employee-owned company, our security experts are personally invested in creating safer and more financially secure environments for our customers, colleagues, and communities.

Position Summary:

The Executive Assistant provides high-level administrative, organizational, and project support to the CEO, along with the CFO, EVP of Operations, and Marketing leadership team. This role serves as a trusted partner to senior leaders, ensuring effective daily operations, managing complex schedules and logistics, supporting financial and operational initiatives, and coordinating company-wide events and programs.

The ideal candidate demonstrates exceptional professionalism, discretion, and attention to detail while anticipating executive needs and enabling leadership to operate efficiently and strategically.

Key Responsibilities:

Executive & Leadership Support

• Manage complex calendars for the CEO and direct reports, including prioritization of meetings, scheduling across time zones, and resolving conflicts.
• Coordinate domestic and international travel for the CEO and supported executives, including itineraries, accommodations, and expense reporting.
• Prepare, proofread, and edit executive-level communications, presentations, reports, and correspondence.
• Serve as a professional liaison between executives and internal and external partners.
• Track action items, deadlines, and follow-ups to ensure leadership remains informed and prepared.
• Maintain strict confidentiality and exercise sound judgment when handling sensitive information.

Finance & Operations Support

• Assist with budget tracking, contract administration
• Support operations teams with project coordination, status tracking, meeting agendas, and follow-up documentation.
• Support and maintain operational systems, dashboards, and databases.
• Organize and maintain digital and physical filing systems for Finance and Operations documentation.

Project & Process Support

• Coordinate cross-functional meetings and initiatives involving Finance, HR, IT, Operations, and other departments.
• Conduct light research, compile data, and prepare executive summaries to support decision-making.

Office, Facilities & Headquarters Support

• Provide building management support for corporate headquarters, including coordination with vendors for:
• Plumbing, electrical, cleaning, landscaping, roofing, towing, security, furniture, and signage.
• Serve as the primary administrative point of contact for HQ operational and facility needs.

Employee Events & Company Programs

• Organize and manage employee and leadership events, including:
• Monthly teammate luncheons at headquarters.
• National internal meetings (February and July).
• Performers Conference.
• Coordinate Board of Advisor and Board of Director meetings, including logistics, materials, and scheduling.
• Organize and manage company-wide philanthropy and community give-back days for each NAVCO office.
• Assist with leadership meetings, offsites, and team-building activities.
• Serve as a culture ambassador, promoting collaboration, professionalism, and operational excellence.
• Support special projects and strategic initiatives as assigned.

*Other duties may be assigned as needed to support business operations. The responsibilities listed are intended to describe the general nature of the role and are not all-inclusive.

Qualifications

Education & Experience

• 5+ years of experience as an Executive Assistant, Administrative Coordinator, or similar role.
• Experience supporting executive leaders in finance, operations, or C-suite environments strongly preferred.
• Bachelor’s degree preferred or an equivalent combination of education and experience.
• Experience working in fast-paced, high-growth, or complex organizations.

Skills & Competencies

• Exceptional organizational and time-management skills with strong attention to detail.
• Excellent verbal and written communication skills.
• Strong proficiency in Microsoft Office and navigate NetSuite
• Ability to manage multiple priorities and deadlines in a dynamic environment.
• High level of discretion and professionalism when handling confidential information.
• Strong problem-solving skills and proactive, service-oriented mindset.
• Reliable, adaptable, and highly collaborative.

Company Benefits & Perks:

• ESOP – Employee Stock Ownership Program
• 401(k) Retirement Plan
• HSA / PPO health plans, dental, vision, and supplemental life insurance
• Recognition and Rewards Program
• Social Responsibility Day (1 paid volunteer day annually)
• 9 Paid Holidays
• Personal Floating Holiday (8 hours annually)
• Magellan Employee Assistance Program

AAP / EEO Statement

NAVCO provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic. NAVCO complies with all applicable federal, state, and local nondiscrimination laws. Harassment or discrimination of any kind is strictly prohibited.