Sr. Executive Assistant

Overview

Position Overview

The Sr. Executive Assistant provides high-level administrative and operational support to the Chairman of the Board (COB), and the Chief Financial Officer (CFO). This role is responsible for anticipating needs, managing complex schedules and communications, and ensuring seamless coordination.

This position requires a high degree of discretion and the ability to provide responsive support outside of traditional business hours, including evenings and weekends, to meet the dynamic needs of the executives. The Sr. Executive Assistant serves as a trusted partner, maintaining a deep understanding of business priorities while enabling executives to focus on strategic initiatives.

Executive Support

• Own and manage complex, frequently changing calendars for the COB, CFO, and other executives as assigned, ensuring strategic alignment of priorities.
• Coordinate, prepare, and edit executive communications, presentations, Board materials, and confidential documents.
• Conduct research and generate briefs of people, places and/or events, including bios, images, and recent media/news upon request.
• Schedule, organize, and execute meetings, leadership offsites, meals, and high-level internal and external engagements.
• Arrange detailed domestic and international travel, including flights, accommodations, transportation, itineraries, and meeting logistics.
• Serve as a liaison for internal and external stakeholders, ensuring timely and professional communication on behalf of the executives.
• Coordinate meeting logistics for the Board of Directors, including transportation, accommodations, meals, facilities, etc.
• Track and reconcile expense reports, invoices, and financial documentation with precision and timeliness.
• Lead or support executive initiatives and special projects requiring cross-functional collaboration.
• Provide continuity and back-up support across the executive administrative team to ensure business continuity during absences or peak periods.

Personal Support – Chairman of the Board

• Provide continuous and flexible support to the Chairman, including availability outside of standard business hours, to address evolving business and personal needs.
• Manage the Chairman’s personal calendar, travel, appointments, and family-related scheduling, anticipating conflicts and coordinating logistics seamlessly, including international travel planning and logistics.
• Handle confidential and sensitive personal information with the highest level of discretion and professionalism.
• Coordinate personal reservations, events, and engagements both internally and externally, as requested
• Monitor email and compose confidential communications on behalf of COB, ensuring accuracy in grammar and content.

• Bachelor’s degree preferred; equivalent combination of education and experience accepted.
• 10+ years of experience supporting senior executives, preferably within a complex, fast-paced corporate environment.
• Proven success managing confidential information and sensitive relationships with integrity and sound judgment.
• Exceptional organizational skills, attention to detail, and ability to manage multiple priorities simultaneously.
• Strong communication skills, both written and verbal, with the ability to represent executive leadership professionally.
• Prior experience supporting both professional and personal aspects of an executive’s life.
• Experience coordinating across multiple business ventures or organizations.
• Demonstrated adaptability, emotional intelligence, and discretion in high-pressure environments.
• Advanced proficiency in Microsoft Office Suite (Outlook, PowerPoint, Excel, Word) and collaboration tools.
• Ability and willingness to provide after-hours, weekend, and travel-based support as business needs dictate.
• Internal Only:
  Experience with Community Coffee, even if unrelated, may fulfill this requirement at the discretion of the hiring manager with approval from Human Resources
• Builds Trust
• Customer Centric
• Effective Communication
• Integrity
• Results Oriented
• Accountability
• Interpersonal Agility
• Courage

The physical demands described here are representative of…