EXECUTIVE ASSISTANT in Bedford, New Hampshire at CS Contract Solutions

Executive Administrative Assistant to the Managing Partners

Company: CS Contract Solutions, LLC
Department: Executive Office
Reports To: Managing Partners
Employment Type: Full-Time
Travel: Up to 25%

Position Summary

CS Contract Solutions is seeking a highly experienced, organized, and technology-forward Executive Administrative Assistant to the Managing Partners to provide direct administrative and operational support to company ownership.

This is a high-trust position supporting the Managing Partners in the execution of their responsibilities across CS Contract Solutions and its business activities. The ideal candidate is an experienced executive administrator who is highly organized, exceptionally responsive, comfortable operating in a fast-moving environment, and capable of anticipating needs before they become requests.

The Executive Administrative Assistant will manage complex calendars, travel, communications, meetings, documents, follow-ups, and executive priorities while helping create structure around the Managing Partners’ day-to-day activities.

The successful candidate must also be AI-savvy and technologically capable, with the ability to use modern AI and productivity tools to improve efficiency, organization, communication, research, meeting preparation, and administrative workflows.

This position requires the highest levels of confidentiality, discretion, judgment, professionalism, and trust.

Travel of up to 25% will be required.

⸻

Core Responsibilities

1. Executive & Ownership Support

Provide direct administrative support to the Managing Partners, including:

Managing daily executive priorities
Coordinating calendars and schedules
Protecting executive time and maintaining calendar discipline
Scheduling internal and external meetings
Coordinating meetings involving executives, clients, partners, advisors, attorneys, and other stakeholders
Preparing executives for meetings and engagements
Managing follow-up items and commitments
Anticipating administrative and logistical needs
Helping maintain organization across multiple concurrent priorities

The Executive Administrative Assistant should develop a strong understanding of the Managing Partners’ priorities, responsibilities, relationships, and working styles.

⸻

2. Calendar & Time Management

Own and coordinate complex executive calendars.

Responsibilities include:

Scheduling and rescheduling meetings
Identifying and resolving calendar conflicts
Prioritizing meetings based on executive and company priorities
Coordinating across multiple time zones
Building appropriate travel and preparation time into schedules
Ensuring executives have necessary information before meetings
Maintaining visibility into upcoming commitments, deadlines, and events

The objective is not simply to manage a calendar, but to help the Managing Partners use their time effectively.

⸻

3. Travel Management

Coordinate domestic and occasional international travel for the Managing Partners.

Responsibilities may include:

Flights
Hotels
Ground transportation
Meeting locations
Restaurant reservations
Travel itineraries
Schedule coordination
Last-minute travel changes
Conference and event logistics

The Executive Administrative Assistant may travel with the Managing Partners when business needs require.

Up to 25% travel is expected for this position.

⸻

4. Meeting Preparation & Follow-Through

Support executive meetings from preparation through execution and follow-up.

Responsibilities include:

Preparing agendas
Organizing supporting documents
Gathering relevant information before meetings
Taking or coordinating meeting notes when appropriate
Identifying decisions and action items
Tracking commitments and deadlines
Following up with responsible parties
Maintaining organized records of important discussions and decisions

The Executive Administrative Assistant should help ensure that important conversations turn into completed actions.

⸻

5. Communication Management

Assist the Managing Partners with executive communications and correspondence.

Responsibilities may include:

Organizing and prioritizing communications
Drafting routine correspondence
Preparing internal communications
Coordinating responses and follow-ups
Maintaining important contact information
Communicating professionally with senior executives, clients, attorneys, consultants, vendors, and other stakeholders

The successful candidate must be able to communicate professionally while understanding when matters require immediate executive attention.

⸻

6. AI & Technology Enablement

Actively use artificial intelligence and modern productivity tools to improve executive efficiency.

The successful candidate should be comfortable using or learning tools such as:

ChatGPT and other generative AI platforms
Microsoft Copilot
Microsoft 365
Outlook
Teams
Excel
Word
PowerPoint
Cloud-based file management
AI meeting transcription and summarization tools
Task and project management platforms
Workflow automation tools

AI may be used to assist with:

Meeting preparation
Research
Summarizing information
Drafting communications
Organizing notes
Creating action-item lists
Developing presentations
Travel planning
Document preparation
Data organization
Administrative workflow automation

The ideal candidate should naturally look for opportunities to use technology and AI to eliminate repetitive work and increase the productivity of the Managing Partners.

⸻

7. Executive Organization & Priority Management

Maintain systems that provide visibility into:

Executive priorities
Open action items
Upcoming deadlines
Important meetings
Follow-up commitments
Strategic initiatives
Key relationships
Documents requiring review or signature

The Executive Administrative Assistant should be capable of respectfully reminding and holding executives accountable to their own commitments.

⸻

8. Confidentiality & Discretion

This role will have access to highly confidential company and ownership information.

This may include:

Financial information
Ownership matters
Legal matters
Employee information
Client information
Strategic plans
Acquisition or transaction discussions
Executive compensation
Banking and financing matters
Sensitive correspondence

The successful candidate must demonstrate exceptional judgment regarding what information may be shared, with whom, and under what circumstances.

Confidentiality is an absolute requirement of this position.

⸻

9. Executive Office Administration

Provide administrative support to the Executive Office as needed, including:

Document preparation
File organization
Expense reporting
Invoice and receipt organization
Meeting coordination
Presentation preparation
Contact management
Executive records
Signature coordination
Special projects

The Executive Administrative Assistant may also coordinate with Finance, Legal, Human Resources, Operations, and other departments on behalf of the Managing Partners.

⸻

10. Special Projects

Assist the Managing Partners with special projects and strategic initiatives as assigned.

These projects may fall outside traditional administrative responsibilities and may require:

Research
Information gathering
Vendor coordination
Project tracking
Presentation development
Event planning
Executive communications
Process development
Cross-functional coordination

The successful candidate must be comfortable operating in situations where the assignment may initially be “figure this out and bring me options.”

⸻

Required Qualifications

Minimum 5+ years of experience supporting executives, business owners, C-suite leaders, or senior leadership.
Demonstrated experience managing complex executive calendars and travel.
Strong proficiency with Microsoft 365, Outlook, Teams, Word, Excel, and PowerPoint.
Demonstrated comfort using artificial intelligence and modern productivity tools.
Exceptional organizational and time-management skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities simultaneously.
Exceptional attention to detail.
Strong professional judgment.
Demonstrated ability to handle confidential and sensitive information.
Ability to operate independently with limited supervision.
Ability to anticipate executive needs rather than simply react to requests.
Ability and willingness to travel up to 25%.

⸻

Preferred Qualifications

Previous experience supporting company founders, owners, Managing Partners, CEOs, or other C-suite executives.
Experience working within a rapidly growing or entrepreneurial organization.
Experience supporting multiple senior executives simultaneously.
Advanced experience using AI tools for executive productivity.
Experience developing administrative workflows or automations.
Experience coordinating executive-level meetings, conferences, and travel.
Experience interacting with attorneys, financial professionals, senior executives, clients, and other high-level stakeholders.

⸻

Key Competencies

The successful candidate will demonstrate:

Discretion — Understands the sensitivity of working directly with company ownership.
Organization — Creates structure in a fast-moving environment.
Anticipation — Identifies needs before being asked.
Ownership Mentality — Takes responsibility for outcomes rather than simply completing assigned tasks.
Technology Fluency — Uses technology and AI to improve productivity.
Communication — Communicates clearly, professionally, and appropriately.
Adaptability — Remains effective when priorities or schedules change quickly.
Resourcefulness — Finds solutions independently.
Follow-Through — Ensures commitments and action items do not disappear after meetings.
Executive Presence — Represents the Managing Partners and CS Contract Solutions professionally.
Judgment — Understands what requires escalation and what can be handled independently.

⸻

Travel Requirement

This position requires up to 25% travel.

Travel may include accompanying the Managing Partners to company offices, operating markets, client meetings, executive meetings, conferences, strategic planning sessions, company events, and other business engagements.

Candidates must be comfortable with occasional schedule changes and travel requirements associated with supporting company ownership.

⸻

Measures of Success

Success in this role will be measured by:

Effectiveness of Managing Partner calendar and time management
Reduction in administrative burden placed on the Managing Partners
Consistent completion and tracking of executive follow-up items
Accuracy and quality of executive communications and documentation
Effective preparation for meetings and travel
Ability to anticipate executive needs
Responsiveness and reliability
Effective use of AI and technology to improve executive productivity
Quality and organization of executive information and records
Ability to maintain confidentiality and exercise sound judgment
Ability to create structure within a fast-paced executive environment