Executive Assistant/Chief of Staff

Encore Fire Protection is an industry-leading, full-service fire protection company serving the Northeast from Maine to New Jersey with over 60,000 customers and over 2400 employees. Encore’s mission is to passionately deliver a unique experience to those who depend on us to save lives and protect property with innovative fire suppression, fire sprinkler and fire alarm solutions. What makes Encore different? Our people. No, it's not a cliché, it's reality. People make great companies, not the other way around. Our Leadership Executives recognize it, our employees are proud of it, and customers remain loyal because of it. Our continued growth has created the need for an Executive Assistant/Chief of Staff to the President of Encore Fire Protection.

Position Summary

The Executive Assistant / Chief of Staff to the President is a highly trusted partner responsible for providing comprehensive administrative, operational, and strategic support. This hybrid role blends traditional executive assistance, personal support, and chief of staff duties to ensure the President’s time and priorities are maximized. The ideal candidate is a proactive, detail-oriented problem solver who thrives in a dynamic, fast-paced environment and is equally comfortable managing the day-to-day and thinking big picture.

Key Responsibilities

Executive & Strategic Support

• Manage the President’s calendar, schedule meetings, coordinate travel, and handle logistics to ensure efficiency and time optimization.

• Prepare and review correspondence, reports, presentations, and briefing materials.

• Track action items, project deadlines, and company priorities on behalf of the President.

• Act as a strategic liaison between the President and internal/external stakeholders, ensuring timely follow-through and clear communication.

Chief of Staff Responsibilities

• Support the execution of key initiatives, cross-functional projects, and leadership team alignment.

• Facilitate internal communications, draft memos, and help coordinate company-wide updates or events.

• Attend meetings alongside or on behalf of the President, capture notes, and ensure follow-ups.

• Identify opportunities to improve processes and reduce friction for the President and executive team.

Personal Assistant Support

• Assist with personal scheduling, appointments, and errands as needed (e.g., family travel, events, home/vendor coordination).

• Manage personal purchases, reservations, and special occasions (gifts, holidays, etc.).

• Serve as a trusted gatekeeper for both business and personal matters.

Administrative & Office Oversight

• Maintain organized systems for files, contacts, documents, and communication tracking.

• Submit and reconcile expense reports, manage reimbursements, and assist with budget tracking.

• Coordinate logistics for board meetings, leadership offsites, and high-level engagements.

Qualifications

• 5+ years in a similar executive support, chief of staff, or high-level administrative role—ideally supporting a founder, President, or CEO.

• Outstanding organizational, communication, and multitasking abilities.

• High level of professionalism, discretion, and emotional intelligence.

• Proven ability to manage both strategic projects and detailed administrative work.

• Proficiency in tools such as Google Workspace, Microsoft Office, Slack, Zoom, and task/project management platforms.

• Bachelor’s degree required.

Ideal Candidate Traits

• Proactive and resourceful, with a “no task too small” mentality.

• Calm under pressure and highly adaptable to shifting priorities.

• Professional, poised, and confident in high-level internal and external interactions.

• Detail-oriented while maintaining a high-level view of priorities and objectives.

Benefits:

As a company, Encore is hyper-focused on developing a culture that thrives on success and is energized by the fact that we get to make peoples' lives better and safer each day. One of the ways we do this is by generously rewarding all those who contribute to our continued growth. But we also believe that not all rewards are monetary. Here are just a few a few perks that a successful individual in this role can expect:

• Salary commensurate with experience with opportunity for a results-driven bonus based on personal output and effectiveness in role
• Purpose and results driven work environment (work smarter not harder)
• We dress for the objective which means most days we wear jeans but occasionally we wear suits. As long as you know which situations require which (or aren't afraid to ask), you'll be all set!
• Speaking of attire, we offer all employees Encore gear when they join the team
• Freedom to express ideas - a culture of willingness to test, try, modify, adopt, enhance, improve and CHANGE as needed
• Access to leading edge web-based productivity tools
• Participation in Fidelity 401(K) that includes employer match
• Medical, Dental, and Vision benefits through Blue Cross
• Company-paid life insurance policy of $50,000