Senior Executive Assistant

Gabriella White • Pelham, AL

1d

About The Position

The Senior Executive Assistant is a strategic force multiplier for the Executive Chairman, CEO, and President. This role sits at the center of the organization, keeping senior leadership focused, aligned, and operating at full speed. If you thrive in high‑stakes environments and take pride in making complex things run smoothly, this role was built for you.

You’ll manage intricate executive calendars, coordinate high‑level meetings and travel, and control the flow of information across the leadership team. You’ll anticipate needs, cut through noise, and handle sensitive matters with confidence and discretion. Using modern digital and AI‑enabled tools, you’ll continuously raise the bar on efficiency, accuracy, and execution.

This is not a support role for someone who waits to be told what to do. It’s a seat for a sharp, trusted professional who sees around corners, makes smart judgment calls, and wants real influence in how an organization runs.

Gabriella White is home to our family of brands - Gabby and Summer Classics. We are growing in all areas of the business and are proud to be family-owned and operated since 1987. Together, we furnish life's best moments, from the every day to the exceptional. We are united by our vision as well as our collective spirit, and our culture is shaped by our core values: Dedication – Enthusiasm – Synergy – Integrity – Goal-Oriented – Nimble, simply put DESIGN.

As a premier innovator, manufacturer, and retailer of luxury furniture and accessories, our brands are loved by designers and design-minded consumers for creating timeless outdoor living and transitional, eclectic furniture and accessories for every part of the home. We’re always looking for talented people to join our team and grow together.

Requirements

• Two‑ or four‑year degree in Business or a related field preferred.
• Minimum of five years of experience providing executive‑level administrative support, preferably supporting senior leadership in a fast‑paced environment required.
• Excellent written, verbal, and interpersonal communication skills, with the ability to communicate effectively across executive and senior leadership levels.
• Strong organizational, time‑management, and prioritization skills with the ability to manage multiple executives and competing priorities.
• Proficient in Microsoft 365 and related productivity tools and expense management platforms strongly preferred.
• Demonstrated ability to use AI‑enabled productivity tools to support drafting, summarization, scheduling, research, and administrative efficiency.
• High degree of discretion, sound judgment, and professionalism when handling confidential, sensitive, or executive‑level information.
• Strong collaboration skills with the ability to work effectively across departments.

Responsibilities

• Manages meeting schedules, calendars, travel arrangements, guest coordination, and executive logistics for the Executive Chairman, President & CEO.
• Prepares executive-ready reports, correspondence, presentations, and briefing materials.
• Serves as a gatekeeper by screening communications and directing inquiries appropriately.
• Administers Senior Leadership Team meetings, including agenda preparation, scorecard data coordination, note-taking, and generation of minutes, and quarterly/annual planning meetings.
• Processes and submits expense reports for the Executive Chairman, President & CEO accurately and on time.
• Review and approve expense reports for executive leadership (CMO, CHRO, COO, CIO, and CFO) on behalf of the President & CEO, ensuring compliance with company policy.
• Coordinates and serve as the primary administrative leads for the annual Garden Party sales event and other corporate or customer events in partnership with Sales and Marketing teams.
• Supports special projects and executive initiatives, including charitable contributions, donation policy administration, and other assigned projects.
• Utilizes AI-powered tools to draft, summarize, and refine executive communications, presentations, reports, and correspondence.
• Leverages AI to summarize meetings, identify key themes, action items, and follow-ups from notes, transcripts, and supporting materials.
• Uses AI-assisted research tools to gather, synthesize, and present insights and background information to support executive decision-making.
• Leverages AI-enabled scheduling tools to identify availability, propose optimal meeting times, and streamline scheduling across multiple executives and stakeholders.
• Applies AI and automation to improve calendar management, meeting preparation, travel planning, and task prioritization.
• Maintains discretion and sound judgment when using AI tools with confidential, sensitive, or executive-level information.
• Continuously evaluates opportunities to streamline administrative and executive workflows through AI, automation, and digital tools.
• Maintains executive files, records, and documentation with accuracy and discretion.

Benefits

• Competitive health, dental, and vision plans.
• 401(k) plan with match after 12 months.
• Sick, vacation, holiday, and parental time off.
• Employee Assistance Program and Chaplain Services to support mental and emotional well-being.
• Generous Employee Product Purchase discount.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Number of Employees: 101-250 employees