Executive Assistant

InProduction is the leading provider of temporary seating, staging, structures, and scenic production for the U.S. live events industry. From concept to completion, we deliver premium solutions for sports, entertainment, music, and corporate events nationwide. Backed by ZMC, a private equity firm focused on media and communications enterprises, we combine innovation, craftsmanship, and service excellence to transform venues across the country.

The Executive Assistant is a highly motivated, detail-oriented professional who provides high-level support to our CEO & President and Chief Financial Officer, as well as other members of the Leadership Team. In this dynamic role, you will serve as a trusted partner in ensuring the smooth and efficient execution of executive-level operations.

Responsibilities include managing complex calendars, coordinating meetings and travel, handling confidential correspondence, and supporting executive presentations and large-scale initiatives. This position will support event hospitality by attending select events where we host large groups. The role will act as an on-site host, assisting with guest experience, coordinating logistics, and resolving real-time needs.

You will play a critical role in supporting day-to-day administrative functions while contributing to the overall effectiveness and efficiency of the Leadership Team.

The ideal candidate is a proactive self-starter with exceptional organizational and communication skills, a high degree of professionalism and discretion, and the ability to anticipate needs and prioritize effectively in a fast-paced, high-performance environment.

Key Responsibilities:

• Manage CEO and CFO calendar as well as scheduling meetings for other C-Suite, as needed.
• Book travel for board meetings, town hall meetings and client meetings for CEO and C-Suite as needed.
• Serve as the liaison between sales and CEO/CFO for contract signatures and review.
• Renew business licenses in certain states and work with our registered agent to file annual reports in each state.
• Planning and coordinating company events, meetings, or off-sites
• Act as the office manager including ordering snacks for the office, office supplies, taking care of issues that arise with the office space and IT related matters.
• Handle incoming emails and other communication, forwarding and answering as appropriate.
• Perform data entry, record-keeping, and expense management.
• Anticipate needs and resolve administrative issues proactively.
• Uphold a strict level of confidentiality and professionalism.
• Represent the company, the Leadership team, and the CEO with professionalism and a positive attitude.
• Welcomes visitors and identifies the purpose of visit before directing visitors to the appropriate department.
• Interacts with vendors in person, on the phone, or in email.
• Coordinate and manage tickets for large-scale events
• Other duties as assigned.

Requirements

Qualifications & Experience

• Bachelor’s degree preferred (not required), High School or GED equivalent required
• 2-3 years’ experience working in an executive assistant role
• Prior experience supporting senior or C-level leadership
• Comfortable handling both executive-level support and routine administrative tasks
• Demonstrated ability to learn quickly, take feedback well, and add value immediately
• Must have professional demeanor
• Must have excellent communication skills
• Advanced proficiency in Microsoft Office
• Expert knowledge in Outlook
• Experience using Ramp and Navan a plus but not required.

Skills & Attributes

• Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
• Ability to manage a heavy work volume and meet deadlines in an extremely fast paced environment
• Self-starter, strong initiative, confidence and ability to work with little guidance
• Collaborative team player
• Positive attitude, sense of fun is collegial and friendly
• Ability to juggle several tasks at once, to prioritize and manage own time - Not a clock watcher or someone who is unwilling to step outside their job description
• Flexible; embraces change, hard-working, cost conscious and results driven

Physical & Work Environment

This position is primarily based in a professional office environment and requires the ability to sit for extended periods while working at a computer. The role involves frequent use of standard office equipment, including a computer, phone, and printer. Occasional lifting of light materials (up to 15 pounds) may be required. 10%-20% of travel i