About Maddox + You:

We are seeking a highly capable, experienced Executive Administrator to provide direct, high-trust support to the CEO of a growing, multi-company organization spanning manufacturing, real estate, hospitality, and community initiatives.

This role is for an experienced EA who thrives close to executive decision-making and takes pride in protecting time, managing priorities, and ensuring disciplined execution. As EA, you will assist in day-to-day activities —reducing friction, increasing clarity, and lightening cognitive load to enable the CEO to remain focused on the highest-value work.

As a mid-sized, high-growth company, this position offers meaningful long-term career growth for the right person.

Core Responsibilities:

Executive & Calendar Management

• Own and manage a complex executive calendar across multiple companies and initiatives
• Coordinate internal and external meetings, ensuring clear agendas, preparation, and follow-up
• Proactively identify conflicts, capacity constraints, and priority trade-offs
• Prepare daily and weekly briefing materials, agendas, and reminders

Communication & Gatekeeping

• Serve as a trusted point of contact for senior leaders, partners, advisors, and select external stakeholders.
• Draft, review, and organize executive correspondence as directed – managing emails, calls, liaison for visitors and screening what goes to other leaders and what needs the CEO's attention (and when).
• Screen and prioritize inbound communications with sound judgment.
• Track commitments, action items, and follow-through – meeting minutes, prep and follow up documents, key decisions/next steps, meeting agendas, and other key research and reports.

Travel, Meetings & Logistics

• Coordinate travel, itineraries, and meeting logistics in coordination with our Corporate Travel team.
• Support planning and execution of leadership meetings, offsites, and key events.

Operational & Project Support

• Assist with light project coordination and execution across multiple operating companies.
• Organize and maintain files, records, and reference materials.
• Support special initiatives, research, and ad-hoc requests with discretion and urgency.

Personal Support

• Assist with a small number of personal scheduling or coordination tasks that directly impact executive availability and focus.
• Maintain strict confidentiality and professional boundaries at all times.

More About You:

• You are calm, organized, and unflappable in complex environments
• You have strong judgment and know what to escalate, what to handle independently, and what to decline
• You take pride in being prepared, proactive, and reliable
• You communicate clearly and professionally in writing and conversation.
• You are comfortable working in close proximity to senior leadership and sensitive information.
• You prefer disciplined systems over chaos and loose ends.

Skills & Experience

• 3+ years of experience as an Executive Administrator to a senior executive – preferably a CEO in a large or mid-sized entrepreneurial, multi-entity environment.
• Proven ability to manage complexity, competing priorities, and sensitive information in a fast-paced, evolving environment with a high attention to detail.
• Exceptional organizational, written, and verbal communication skills
• Strong judgment, discretion, and personal integrity,
• High proficiency in various productivity software in the Apple / Google ecosystem
• Ability to anticipate needs and operate with increasing autonomy; discerning what can be delegated, what and when to escalate to CEO.

This role is not intended for inexperienced candidates.

Basics:

• Full-time
• In-office role based in Battle Ground, WA (not remote) but has flexibility for work-from-home during times when the CEO is out of office
• Availability to travel; Depending on the candidate, this person may travel with the CEO at least once per month
• With paid travel time and normal business hours, this role averages ~50 hours per week

Pro Tip

We receive a high volume of applicants. If you want to stand out, include a few sentences telling us what specifically attracted you to this role and why you believe you would thrive supporting a CEO in this environment.