Administrative Assistant

Administrative AssistantLocation:

Hicksville, NY (Onsite Preferred)

Division:

NC Custom A Division of Nassau CandyReports To:

CEO, NC Custom a division of Nassau CandyAbout Nassau Candy & NC CustomFounded in 1918, Nassau Candy is a leading manufacturer, importer, and distributor of specialty confections, fine foods, and promotional products. NC Custom, a division of Nassau Candy, specializes in custom-branded promotional products and food gifts for some of the most recognized brands and organizations in the country.

As NC Custom continues to grow, we are seeking a highly organized, business-minded, and proactive Chief of Staff to serve as a strategic partner and operational extension of the CEO.Position SummaryThe Administrative Assistant the CEO will function as a high-level executive partner responsible for managing administrative operations, organizational coordination, and executive support activities for the CEO of NC Custom.

The ideal candidate is someone who thrives in a fast-paced environment, can anticipate needs before they arise, and is comfortable handling sensitive information with discretion and professionalism.

The position will play a key role in helping drive organizational efficiency, supporting hiring and employee-related administrative processes, coordinating internal initiatives, managing executive scheduling, and ensuring follow-through across departments.

This is not a passive administrative role. The successful candidate will be expected to operate with urgency, business judgment, accountability, and strong attention to detail.

Key ResponsibilitiesExecutive & Calendar ManagementManage and prioritize the CEOs complex calendar, meetings, travel, and scheduling needsCoordinate internal and external meetings across multiple business functionsEnsure the CEO is prepared for meetings with agendas, materials, and follow-up itemsAnticipate scheduling conflicts and proactively resolve competing prioritiesCoordinate executive travel arrangements and itineraries when requiredHiring, Onboarding & Employee AdministrationCoordinate administrative aspects of hiring processes, including interview scheduling and candidate communicationPartner with HR and department leaders to support onboarding activities for new hiresAssist with employee compensation administration, including pay raise documentation and approvalsSupport preparation and organization of organizational charts, staffing updates, and headcount trackingMaintain confidentiality related to employee matters and executive discussionsOperational Coordination & Follow-ThroughTrack action items, deliverables, and ongoing projects on behalf of the CEOHelp drive accountability and follow-up across leadership teams and departmentsCoordinate cross-functional communication between Operations, Sales, HR, Finance, IT, and Production teamsAssist in preparing presentations, reports, meeting summaries, and executive communicationsHelp organize leadership meetings and support execution of strategic initiativesStrategic & Administrative SupportServe as a trusted business partner and gatekeeper for the CEOPrioritize incoming requests and determine appropriate escalation pathsHandle confidential and sensitive business matters with discretionIdentify opportunities to improve administrative workflows and organizational efficiencySupport special projects and business initiatives as assignedQualifications5+ years of experience supporting senior executives, business owners, or C-level leadershipPrior experience in a Chief of Staff, Executive Assistant, Operations Coordinator, HR Coordinator, or similar high-level support role strongly preferredExceptional organizational skills with the ability to manage multiple priorities simultaneouslyStrong written and verbal communication skillsHigh level of professionalism, discretion, and emotional intelligenceAbility to work independently and make sound decisions in a fast-moving environmentAdvanced proficiency in Microsoft Office, Outlook, Excel, PowerPoint, and calendar management systemsExperience working in manufacturing, distribution, consumer products, promotional products, or family-owned businesses is a plusIdeal Candidate TraitsExtremely detail-oriented and highly responsiveComfortable operating behind the scenes while driving executionStrong sense of urgency and ownershipBusiness-minded with the ability to anticipate executive needsCalm under pressure and adaptable to changing prioritiesAble to build trust and relationships across all levels of the organizationWhat Success Looks LikeThe CEOs time is optimized and organized effectivelyHiring and onboarding processes move efficientlyLeadership follow-ups and action items are tracked consistentlyAdministrative and operational bottlenecks are proactively addressedCommunication and coordination across teams improve significantlyThe CEO gains a highly trusted operational partnerWhy Join Nassau Candy?

Join a growing family-owned business with over 100 years of historyWork directly alongside executive leadership and influence key initiativesFast-paced, entrepreneurial environment with significant visibilityOpportunity to play a critical role in the growth and evolution of NC CustomCollaborative culture with long-term career growth potential