Executive Assistant at The Mullings Group

The Mullings Group is seeking a highly skilled Executive Assistant on behalf of our client. Reporting directly to the Senior Leadership Team, this role requires impeccable discretion, sound judgment, and the ability to excel in a fast-paced environment. The Executive Assistant will be responsible for managing complex calendars, coordinating high-level meetings, arranging domestic and international travel, and preparing executive reports and materials. This role also involves handling sensitive information, supporting personal tasks, and ensuring seamless organization across both business and personal priorities.

We are looking for a proven professional with experience supporting C-Suite executives, exceptional organizational and multitasking skills, and advanced proficiency with MS Office, Google Workspace, and collaboration tools. The ideal candidate is proactive, adaptable, and discreet, with a strong ability to anticipate needs and manage shifting priorities under pressure. This is a unique opportunity to serve as a trusted partner to senior leadership, driving efficiency, alignment, and operational excellence. Absolute confidentiality is essential.

Responsibilities

Executive & Operational Support

• Manage the CEO’s calendar, prioritize requests, and handle complex scheduling with speed and precision.
• Coordinate travel, accommodations, and detailed itineraries across domestic and international locations.
• Prepare meeting agendas, reports, decks, and briefings, ensuring accuracy and timeliness.
• Oversee logistics for key events including board meetings, leadership off-sites, and industry conferences.
• Support company-wide initiatives and special projects as a trusted executional partner.

Communications & Relationship Management

• Serve as a key point of contact for internal and external stakeholders, partners, clients, and investors.
• Draft and manage high-quality correspondence and ensure timely responses on behalf of the CEO.
• Foster strong working relationships with the team to maintain coordination and knowledge flow.

Project Coordination & Confidentiality

• Track executive action items, manage timelines, and ensure follow-through on decisions.
• Maintain the highest level of confidentiality around strategic, legal, and personnel matters.
• Proactively flag risks, blockers, or opportunities to leadership in a thoughtful, solutions-oriented way.

Qualifications

• 5+ years supporting senior executives, ideally within high-growth, high-accountability environments.
• Proven success managing demanding schedules, tight timelines, and shifting priorities.
• Impeccable organization, attention to detail, and follow-through.
• Strong interpersonal instincts, you build trust easily and manage relationships with diplomacy and discretion.
• Tech savvy: Proficient with Microsoft Office Suite, and other workflow systems.
• Skilled communicator: confident, concise, and clear, both written and verbal.
• A high level of emotional intelligence, self-awareness, and professional maturity.
• Proven experience in a Senior Administrative or Executive Assistant role with the ability to work independently, take initiative, and follow through.
• Brings a positive attitude, upbeat energy, and a “get it done” mindset.
• Extremely organized, fast, reliable and a strong communicator, both written and verbal.
• Discreet, trustworthy, and good under pressure presenting as calm, mature, and emotionally steady, you’re the rock we count on.
• Low ego, high output, calm, clear, and committed.