Smith System Driver Improvement Institute, Inc. · 8 hours ago
Executive Administrative Assistant to C-Suite Office
South Carolina, United States
Full-time
Hybrid
Mid Level
$55K/yr - $75K/yr
4+ years expSmith System Driver Improvement Institute, Inc. is seeking an exceptionally organized Executive Administrative Assistant to support the CEO and the broader C-suite. The role involves managing the CEO's calendar, orchestrating meetings, and ensuring clear communication and follow-through on action items.
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Hiring Manager
Tiffany Davis, MHRM
Responsibilities
Own and optimize the CEO’s calendar: time-blocking, prioritization, meeting triage, and focus-time protection
Coordinate scheduling across the C-suite as needed (recurring leadership meetings, customer meetings, internal operating reviews)
Drive meeting logistics end-to-end: agendas, pre-reads, attendee coordination, dial-ins/links, room planning when onsite
Set a standard for 'good meetings' (clear purpose, right attendees, pre-reads when needed, outcomes captured)
Manage the workflow for AI meeting notes/transcripts (e.g., Teams/Zoom transcripts or other tools) and convert them into: concise summaries, decisions made, action items with owners + due dates, follow-up messages that drive closure
Maintain an action-item tracker for CEO and key exec meetings; ensure deadlines don’t silently slip
Create weekly 'what’s moving / what’s stuck' visibility for the CEO (and optionally the exec team)
Build and maintain a practical system to track: CEO deliverables and commitments, key stakeholder follow-ups, deadlines (board, investors, ELT, major customers), personal productivity cadence (weekly planning, daily top priorities)
Prepare CEO briefing packets: meeting context, attendees, last-touch notes, open loops, and desired outcomes
Help the CEO stay organized: notes, files, templates, and consistent capture of key information
Support email and message triage (as appropriate): prioritizing, summarizing, drafting responses, and managing follow-ups
Ensure critical messages don’t get buried; create a simple escalation path for urgent items
Draft and polish executive communications (internal and external) when requested
Arrange travel with high attention to detail: flights, hotels, ground transportation, itineraries, and contingencies
Coordinate onsite meeting days and executive offsites (logistics, calendars, pre-reads, follow-ups)
Provide scheduling and coordination support to other C-suite members as agreed (e.g., recurring operating cadence, key customer meetings, leadership offsites)
Establish a clean intake process and service model so the CEO remains the primary focus while the team benefits appropriately
Proactively streamline administrative and workflow processes (templates, trackers, meeting structures, documentation)
Recommend and implement tools that improve execution (calendar hygiene, task tracking, meeting notes, documentation)
Qualification
Required
4+ years supporting senior executives (C-suite experience strongly preferred; CEO support a plus)
Proven ability to manage complex, fast-moving schedules with excellent judgment and discretion
Outstanding written communication (summaries, follow-ups, professional correspondence)
High tech fluency: Microsoft 365 (Outlook/Teams/OneDrive), plus comfort adopting new tools quickly
Demonstrated experience using task/project systems (e.g., Asana, Monday, ClickUp, Trello, Planner, Jira—tool-agnostic)
Comfortable operating in a remote environment with proactive communication and tight follow-through
Able to travel periodically to Dallas and/or Minneapolis
Company
Smith System Driver Improvement Institute, Inc.
Smith System is the leading provider of crash-avoidance driver training.
201-500 employees
Funding
Current Stage
Growth StageTotal Funding
unknown2023-11-07Acquired
Leadership Team
Douglas Boughton
CFO
Company data provided by crunchbase