Executive Assistant to Chief Executive Officer (Birmingham)

Executive Assistant to Chief Executive Officer

Executive Assistant to Chief Executive Officer

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Essnova Solutions, Inc. provided pay range

This range is provided by Essnova Solutions, Inc.. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$80,000.00/yr - $100,000.00/yr

Job Title: Executive Assistant (EA)

Department: Office of the CEO

Reports To: CEO

About Essnova: Essnova Solutions Inc. is a leading provider of program management, professional support, IT design, staffing, and procurement services. With a strong focus on communications and cybersecurity solutions, we cater to both government and commercial clients. Our diverse team includes professionals in technical, engineering, scientific, clerical, and administrative fields, including specialists in networking, GIS, and geospatial services with required clearances. Essnova’s commitment to full ownership of contract responsibilities, mission-driven approach, and exceptional communication sets us apart as the most valued small business in our clients’ portfolios.

Essnova is among America's fastest-growing private companies, ranking in INC. magazine for 5 consecutive years and receiving federal awards from SBA and USDA. Our growth reflects our commitment to delivering value in the government contracting sector.

To apply for this position, please complete the application form available at this link -

Position Overview: The EA to the CEO will play a pivotal role in supporting Essnova’s leadership during a period of rapid growth. This position goes beyond traditional administrative tasks, the EA must possess strong business acumen, demonstrating a deep understanding of organizational priorities, industry dynamics, and strategic objectives. This role requires the ability to analyze complex scenarios, provide actionable insights, anticipate the CEO’s needs, and align the CEO’s focus on strategic priorities thus maximizing efficiency.

The EA will be a highly organized, resourceful self-starter with the ability to work in a fast-paced environment while managing complex tasks and relationships with grace under pressure. By leveraging knowledge of operational processes, market trends, and stakeholder expectations, the EA will proactively address challenges, streamline decision-making, and contribute to the company’s overall growth and success. This role can potentially evolve into a Chief of Staff position, offering significant growth opportunities.

Key Responsibilities:

• Executive Management: Represent and act as the primary representative for the CEO interactions with internal and external stakeholders. Manage the CEO's complex schedule, prioritizing meetings, appointments, and travel logistics. Proactively anticipate the CEO's needs, especially during travel and high-pressure periods.
• Strategic Decision Support : Research and prepare materials for meetings and decision-making processes, synthesizing information to provide actionable recommendations aligned with the company’s goals.
• Communication: Serve as a first and key point of contact with internal and external stakeholders, representing the CEO with professionalism. Ensure a high standard of written and verbal communication, and diplomacy.
• Project Management: Utilize tools such as Salesforce, HubSpot, ClickUp, and SharePoint to manage assigned projects, track progress, and ensure all tasks are completed to high standards.
• Problem Solving: Simplify complex scenarios and act as a decision-maker when necessary, finding creative, efficient solutions that align with the CEO’s strategic vision.
• Operational Efficiency: Assist in streamlining office operations while managing priorities to ensure the CEO focuses on strategic initiatives. Delegate and coordinate tasks where appropriate.
• Adaptability & Growth Support: Embrace the crucial role of supporting organizational expansion while effectively managing the demands of a fast-paced environment with finesse and resilience.
• Strategic Planning: Support the CEO in developing and implementing strategic plans including preparing presentations, reports for board meetings, and other high-level documentation.
• Research and Analysis: Conduct research on various topics as needed, synthesize information, and present findings to support decision-making processes.
• Team Coordination: Liaise with other departments and team members to ensure smooth execution of CEO's initiatives and company-wide projects.
• Event Management: Organize and coordinate high-level meetings, conferences, and corporate events, ensuring all logistics are handled efficiently.
• Travel Coordination: Manage complex travel arrangements, including international trips, ensuring all necessary documents and logistics are in order.
• Enhanced Continuous Improvement : Identify inefficiencies in processes and propose innovative solutions to improve operational productivity within the CEO’s office, with a focus on streamlining workflows and enhancing outcomes.
• Responsiveness : Maintain a high level of adaptability to address last-minute changes or urgent needs in the CEO’s dynamic schedule, ensuring seamless operations and minimal disruption.
• Executive Improvement: Show willingness to accept and act on feedback. Adapt to evolving expectations and priorities with an open mindset to continuously improve performance.

Please note that this list is not exhaustive. As the role of EA to the CEO evolves, additional responsibilities and tasks may arise. Flexibility and adaptability are key, with a continued focus on supporting the CEO and advancing the company’s mission.

Required Qualifications:

• Experience: 5+ years in an executive support role, ideally within the federal contracting sector or a similarly fast-paced, high-stakes environment. Experience in a fast-growing small business is highly preferred.
• Technology Savvy: Proficient in CRM tools like Salesforce or HubSpot, project management tools such as ClickUp, and Microsoft Suite (including SharePoint). Must be a quick learner and adaptable to new technologies.
• Professionalism: Strong executive presence with the ability to engage effectively with the CEO, team members, and external stakeholders.
• Ownership: Takes responsibility and initiative without waiting for instructions. Must love supporting others and be willing to go the extra mile.
• Flexibility: Ability to thrive in a dynamic, fast-paced environment and can adapt to the evolving needs of the CEO. This role requires a proactive approach to time management, with the willingness to adjust hours to accommodate key priorities, deadlines, and the CEO’s schedule. The ideal candidate values collaboration takes the initiative and understands the importance of being available when critical business needs arise.
• Complexity Management: Proven ability to handle complex tasks and high-pressure situations confidently and efficiently.
• Security Clearance: Must be able to obtain security clearance, requiring a clean background and the ability to pass drug tests.
• Growth Opportunity: There is potential for this role to develop into a Chief of Staff position, based on personal and company performance.

Desired Qualities:

• Mission-Driven: View this role as a mission, not just a job. Essnova is rapidly growing, and you will be crucial to that success.
• Thick-Skinned: Able to handle high-pressure situations, constructive criticism, and demanding tasks with grace and professionalism.
• Proactive and Anticipatory: You should anticipate the CEO's needs before being asked and take the initiative to ensure tasks are completed without supervision.
• Maturity: This role requires a high level of maturity, professionalism, and dedication to supporting the CEO and company goals.
• Cultural Alignment: Alignment with Essnova's core values, mission, and vision is essential to thriving in this role.
• Ability to Synthesize Information: Proven ability to synthesize complex information and provide actionable recommendations in a fast-paced environment.
• Executive-Level Communication: Successfully managed executive-level communications, ensuring alignment with organizational priorities.

Why Essnova?

• High-Performance Culture: Thrive in a metrics-driven environment where exceptional results are recognized and rewarded.
• Impactful Work : Play a pivotal role in expanding a company that's making significant strides in federal contracting.
• Growth Opportunities: As we grow, so will your chances for professional advancement.
• Innovative Environment: Collaborate with a team that values innovation and customer obsession.

At Essnova, we operate with speed, precision, and a sense of urgency. We expect our team members to:<