Administrative Assistant (Executive & Personal)

Qualifications
Grade: 3
HUNGRY - HUMBLE - CURIOUS - CLEVER - COMMITTED - HUMANITARIAN
Ability to prioritize effectively and operate efficiently; use sound judgment to make rational decisions; ability to recognize opportunities and evoke change where applicable; must be objective v. subjective; strong follow up skills; intrapersonal skills; excellent communication skills; attention to detail and process orientation; problem solving skills; coaching and mentoring skills; must have thorough understanding of company’s confidentiality agreement
Have worked as an EA to the CEO/Owner and served as a PA as well
Must be 18 years of age or older
HS Diploma or GED
Must be legally authorized to work in the United States and have IDs needed to verify
English proficient (reading, writing, speaking, comprehension)
Computer savvy; proficient with Microsoft Office
Sensory Requirements: Should have working use of hearing and vision with or without the use of corrective lenses/hearing aids to be able to read paperwork, work on a computer screen for an extended period of time, and frequently speak on the phone
Proven experience as an administrative assistant (EA & PA) or in a similar role supporting senior management; preferable entrepreneurial leaders
Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office software
Ability to handle sensitive and confidential information with discretion
Detail-oriented and proactive problem solver with a positive attitude
Flexibility to adapt to changing priorities and work independently as well as part of a team
Language Skills: English proficiency required (reading, writing, speaking, comprehension)
Mathematical Skills: Basic arithmetic and algebra
Reasoning Ability: Excellent planning and problem-solving skills with limited resources; ability to effectively prioritize and project manage multiple assignments at any given time
Ability to use judgement to make important decisions
Work Environment: Indoor office environment most times
Const
Lift/Carry
Over 100 Lbs
Benefits
Hours Available: M-F 8:30am-5:30pm EST (1-hour lunch break) - ON-SITE, not hybrid or remote
FLSA Class: Exempt
Salary Range: $53,818 - $+8,880 (Actual compensation will be determined based on experience, location, and other factors permitted by law)
Responsibilities
Summary: The Administrative Assistant (Executive & Personal) will provide comprehensive support to several department heads, executives, and senior members of the sales team as needed, and will act as both the Executive & Personal Assistant (EA & PA) to the CEO
Will manage travel arrangements, coordinate calendars, support sales events, and perform a variety of general administrative duties to ensure smooth and efficient operations
Coordinate and book domestic and international travel, including flights, accommodations, ground transportation, and itineraries
Prepare and manage travel expense reports and reimbursement requests
Ensure all travel arrangements comply with company policies and budgetary guidelines
Calendar Management
Maintain and manage multiple calendars for department heads and executives
Schedule and coordinate meetings, appointments, and conference calls, ensuring all participants are informed and prepared
Resolve scheduling conflicts and prioritize meeting requests to optimize executive time
Support For Sales Team
Assist the sales team in planning and organizing on-site sales events for customers, including coordinating logistics and preparing materials
Arrange catering services and ensure all event details are meticulously handled
Provide administrative support for sales presentations and meetings, including setting up equipment and materials
Act as both Executive Assistant (EA) & Personal Assistant (PA) to the CEO
Serve as the primary point of contact between executives, department heads, and internal/external stakeholders
Prepare and edit correspondence, reports, presentations, and other documents as needed
Organize and maintain filing systems, both electronic and physical
Handle incoming calls, emails, and other communications, directing them to the appropriate parties and responding on behalf of executives when necessary
Assist with special projects and events as assigned
This job description is intended as a general guideline and should not be considered an exhaustive list of responsibilities
The Administrative Assistant (EA & PA) may be required to perform additional duties, as well as be tasked with special projects as needed
16-20 Lbs
Job description
Job Title: Administrative Assistant (Executive & Personal)

Department: Administration

Reports to: TBD

Hours Available: M-F 8:30am-5:30pm EST (1-hour lunch break) - ON-SITE, not hybrid or remote

FLSA Class: Exempt

EEO1 Classification: Professional

Physical Address: 200 Sea Ln, Farmingdale, NY 11735

Salary Range: $53,818 - $+8,880 (Actual compensation will be determined based on experience, location, and other factors permitted by law)

Grade: 3

Why Work @ BEDGEAR?

If You’re Looking For a Career And Not Just a Job, BEDGEAR Provides a Work Environment That Accelerates Growth For All Its Team Members. Keeping Up With The Everyday Challenges Of a Fast-growing Consumer Goods Company Demands a Team Of All-in Players, Who Are Focused On Continuous Improvement, Collaboration, Leadership, And Have a Growth-mindset. If You Want To Elevate Yourself Personally And Professionally, Surrounding Yourself With Others That Share The Same Values, Beliefs, And Behaviors Will Provide The Support And Extra Push To Reach New Heights And Smash New Goals. At BEDGEAR You Can Expect To Find Successful Teammates Who Exemplify Our Core Values Of Being

HUNGRY - HUMBLE - CURIOUS - CLEVER - COMMITTED - HUMANITARIAN

About BEDGEAR® PERFORMANCE®

Launched in 200+, BEDGEAR® is the brand of Performance® that provides innovative bedding by focusing on an active lifestyle and well-being. BEDGEAR’s sleep solutions are engineered with Performance fabrics that are temperature neutral and instant cooling and maximizes airflow to allow the body to naturally regulate its temperature. With a core belief of One Size Does Not Fit All™, BEDGEAR has redefined the way people view sleep by developing interactive in-store experiences and breathable bedding products that are personally fit to a consumer based on specific factors, including body type, sleep position and temperature. BEDGEAR is dedicated to integrating environmental responsibility into product development to ensure less returned goods are being sent to landfills. BEDGEAR is essential to the rest and recovery routines of professional athletes and active people who need to maximize their sleep. A proud manufacturer in the USA, BEDGEAR offers mattresses, pillows, sheets, blankets, pet beds as well as travel, kids and baby products that often feature removable and washable covers to maintain a clean and healthy sleep environment. BEDGEAR is represented in more than 4,000 retail stores across the globe and has earned more than 220 U.S. and worldwide patents, trademark registrations and pending applications. Sleep Fuels Everything®!

Learn more at bedgear.com.

Summary: The Administrative Assistant (Executive & Personal) will provide comprehensive support to several department heads, executives, and senior members of the sales team as needed, and will act as both the Executive & Personal Assistant (EA & PA) to the CEO. Will manage travel arrangements, coordinate calendars, support sales events, and perform a variety of general administrative duties to ensure smooth and efficient operations. This is not a remote or hybrid position - position is located in Farmingdale, NY.

Travel Arrangements

Essential Functions (include but not limited to):
• Coordinate and book domestic and international travel, including flights, accommodations, ground transportation, and itineraries.
• Prepare and manage travel expense reports and reimbursement requests.
• Ensure all travel arrangements comply with company policies and budgetary guidelines.

Calendar Management
• Maintain and manage multiple calendars for department heads and executives.
• Schedule and coordinate meetings, appointments, and conference calls, ensuring all participants are informed and prepared.
• Resolve scheduling conflicts and prioritize meeting requests to optimize executive time.

Support For Sales Team
• Assist the sales team in planning and organizing on-site sales events for customers, including coordinating logistics and preparing materials.
• Arrange catering services and ensure all event details are meticulously handled.
• Provide administrative support for sales presentations and meetings, including setting up equipment and materials.

General Administrative Duties
• Act as both Executive Assistant (EA) & Personal Assistant (PA) to the CEO.
• Serve as the primary point of contact between executives, department heads, and internal/external stakeholders.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Organize and maintain filing systems, both electronic and physical.
• Handle incoming calls, emails, and other communications, directing them to the appropriate parties and responding on behalf of executives when necessary.
• Assist with special projects and events as assigned.

This job description is intended as a general guideline and should not be considered an exhaustive list of responsibilities. The Administrative Assistant (EA & PA) may be required to perform additional duties, as well as be tasked with special projects as needed.

Must Have

Ability to prioritize effectively and operate efficiently; use sound judgment to make rational decisions; ability to recognize opportunities and evoke change where applicable; must be objective v. subjective; strong follow up skills; intrapersonal skills; excellent communication skills; attention to detail and process orientation; problem solving skills; coaching and mentoring skills; must have thorough understanding of company’s confidentiality agreement. Have worked as an EA to the CEO/Owner and served as a PA as well.

Qualifications/Requirements
• Must be 18 years of age or older.
• HS Diploma or GED
• Must be legally authorized to work in the United States and have IDs needed to verify.
• English proficient (reading, writing, speaking, comprehension)
• Computer savvy; proficient with Microsoft Office

Sensory Requirements: Should have working use of hearing and vision with or without the use of corrective lenses/hearing aids to be able to read paperwork, work on a computer screen for an extended period of time, and frequently speak on the phone.

Environmental: N/A - indoor office environment

Education/Experience/License Requirements
• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration or related field preferred.
• Proven experience as an administrative assistant (EA & PA) or in a similar role supporting senior management; preferable entrepreneurial leaders.
• Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with other office software.
• Ability to handle sensitive and confidential information with discretion.
• Detail-oriented and proactive problem solver with a positive attitude.
• Flexibility to adapt to changing priorities and work independently as well as part of a team.

Language Skills: English proficiency required (reading, writing, speaking, comprehension). Knowledge of an additional language(s) is a plus!

Mathematical Skills: Basic arithmetic and algebra

Reasoning Ability: Excellent planning and problem-solving skills with limited resources; ability to effectively prioritize and project manage multiple assignments at any given time. Ability to use judgement to make important decisions.

Work Environment: Indoor office environment most times.

Physical Demands

ACTIVITY

FREQUENCY ACTIVITY

FREQUENCY

N

Never

O

Occas

F

Freq

C

Const

N

Never

O

Occas

F

Freq

C

Const

Lift/Carry

10 Lbs. Or less

x

Climb

x

11-15 Lbs.

x

Crawl

x

16-20 Lbs.

x

Reach

Above Shoulder

x

21-40 Lbs.

x

Reach Outward

x

41-50 Lbs.

x

Handling/Fingering

x

50- 100 Lbs.

x

Stand

x

Over 100 Lbs.

x

Push/Pull

Walk

x

12 Lbs. Or less

x

Sit

x

13-20 Lbs.

x

26-40 Lbs.

x

Drive

41-100 Lbs.

x

Automatic

x

Standard

Bend

x

Squat/Kneel

x

Twist/Turn

x

Type/Keyboard

x

Appropriate work intensity level: Sedentary Light Medium Heavy Very Heavy

Key

N-Never

O-Occasional; 1-33% of time

F-Frequent; 34-66% of time

C-Constant; 67-100% of time

BEDGEAR® is proud to be an Equal Opportunity Employer that participates in the E-Verify program!

United States
New York
Farmingdale Show on map Get directions