Executive Assistant

ABOUT US:

Baseball Lifestyle 101 is a growing apparel company located in Farmingdale, New York. We pride ourselves on the community that we have built and the clothing that represents baseball fanatics everywhere. We believe the team we build today is the foundation for our future success.

SUMMARY OF ROLE

The Executive Assistant will provide high-level administrative and organizational support to the C-suite team, ensuring seamless coordination across calendars, meetings, communications, and travel logistics. This is an on-site position in Farmingdale, NY. This role requires exceptional attention to detail, professionalism, and discretion, as well as the ability to anticipate needs and proactively manage priorities in a fast-paced environment. This is an exempt role and will report to the Chief Executive Officer.

RESPONSIBILITIES:

The Executive Assistant is responsible for the following:

• Manage complex and dynamic calendars for multiple C-suite executives, ensuring efficient scheduling and prioritization of meetings.
• Coordinate internal and external meetings, including preparing materials, agendas, and follow-up documentation.
• Handle confidential and sensitive information with the utmost discretion and professionalism.
• Draft, proofread, and manage executive correspondence, presentations, and reports.
• Plan and book comprehensive domestic and international travel arrangements, including flights, accommodations, ground transportation, and itineraries.
• Anticipate and troubleshoot travel-related issues to ensure smooth execution of executive schedules.
• Support preparation for board meetings, leadership offsites, and company events.
• Organize logistics, catering, and technology needs for meetings.
• Capture and distribute meeting notes, action items, and timelines for follow-up.
• Assist with special projects, research, and cross-functional initiatives as directed by executive leadership.
• Track deliverables and ensure deadlines are met across multiple departments.
• Liaise with internal teams and external partners on behalf of executives to ensure alignment and communication flow.
• Serve as a key point of contact between the C-suite and internal/external stakeholders.
• Ensure executives are well-prepared for meetings and events with all necessary materials and briefings.
• Support the maintenance of executive records, contracts, and administrative systems.
• Contributes to a positive work environment.
• Performs other duties as assigned.

QUALIFICATIONS:

• Bachelor’s degree preferred; equivalent relevant experience accepted.
• 5+ years of experience supporting senior executives or C-suite leaders.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills with high attention to detail.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and calendar management tools.
• Experience with travel coordination
• Discretion, sound judgment, and professionalism in handling confidential information.
• Ability to work independently, anticipate needs, and maintain a proactive approach.
• Standing or sitting for extended periods
• Ability to lift 25 lbs.
• Repetitive wrist motion
• Audible recognition of alarms