Executive Assistant

Position Summary

The Executive Assistant to the CEO provides dedicated, direct support to the Chief Executive Officer. This role exists to improve executive efficiency, ensure operational discipline, and maintain consistent information flow for the CEO only. The position is execution focused and trust dependent, with responsibility for managing logistics, communications, and workflow coordination so the CEO can remain focused on leadership priorities.

Enable the CEO to operate effectively by owning scheduling, preparation, follow through, and administrative execution associated with the CEO's responsibilities.

CEO Support

• Manage the CEO's calendar with disciplined prioritization and scheduling accuracy
• Coordinate meetings, calls, and commitments exclusively for the CEO
• Prepare meeting agendas, briefing materials, and reference documents as directed
• Manage travel arrangements, itineraries, accommodations, and expense submissions for the CEO
• May recruit, interview, hire, and train administrative staff
• Identify scheduling conflicts and capacity constraints and flag them proactively

Communication and Information Management

• Serve as the primary administrative point of contact on behalf of the CEO
• Draft and format impeccable CEO communications as requested
• Track inbound requests and ensure timely follow up
• Maintain strict confidentiality over sensitive business, personnel, private, and legal matters
• Protect and enforce time blocks necessary for daily deep work free from distractions
• Receive incoming communication or memos on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff

Meeting and Workflow Execution

• Coordinate CEO meetings including leadership and external clients
• Schedules and attends meetings on behalf of the CEO, taking notes and recording minutes
• Prepare materials, capture action items, and track follow through
• Schedule Executive Leadership Team meetings and monitor follow-up items for CEO visibility of progress
• Maintain organization of notes, files, and reference materials
• Support recurring CEO meetings with consistent preparation and documentation

Administrative and Operational Support

• Maintain accurate records, files, and documentation for the Office of the CEO
• Support special projects assigned directly by the CEO
• Answer inbound calls on behalf of the Office of the CEO
• Identify administrative inefficiencies and recommend process improvements
• Performs office tasks including ordering supplies and performing basic bookkeeping
• Performs additional duties as assigned by executives
• Performs other related duties as assigned

• Prior experience supporting a Chief Executive Officer
• Experience in fast paced or evolving organizations
• Familiarity with basic project or task tracking tools
• Demonstrated ability to manage competing priorities and shifting demands
• High discretion, professionalism, and judgment
• Ability to work independently with limited direction

• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent time management skills with a proven ability to meet deadlines
• Ability to function well in a high-paced and at times stressful environment
• Extensive knowledge of office administration, clerical procedures, and record-keeping systems
• Able to type a minimum of 50 words per minute
• Extremely proficient with Microsoft Office Suite, Google Workspace, or similar software with the ability to learn new or updated software

• Bachelor's degree in Business Administration or related field required. Master's degree preferred
• Minimum 5 years of experience supporting senior or executive leadership

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

• Execution discipline
• Attention to detail
• Professional judgment
• Responsiveness and reliability
• Confidentiality and trustworthiness

• CEO calendar and time are well managed and predictable
• Meetings are prepared and documented consistently
• Follow ups are tracked and…