Executive Assistant to the CEO

Executive Assistant to the CEO

We are seeking an experienced Executive Assistant to provide high-level support to the CEO by managing the executive office, protecting executive time, and ensuring seamless communication, coordination, and follow-through across the organization. This role requires exceptional judgment, discretion, organization, and the ability to anticipate needs in a fast-paced executive environment.

Key Responsibilities

Executive Calendar & Inbox Management

• Manage the CEO’s complex calendar, prioritize meetings, and resolve scheduling conflicts to maximize executive effectiveness.

• Triage and manage the CEO’s inbox by prioritizing correspondence, drafting authorized responses, and coordinating timely follow-ups.

• Anticipate scheduling challenges and implement proactive solutions to prevent disruptions.

Travel & Expense Management

• Coordinate domestic and international travel, including itineraries, accommodations, and logistics.

• Prepare, submit, and reconcile expense reports and supporting documentation with accuracy and timeliness.

Meetings, Materials & Follow-Up

• Prepare meeting agendas and compile required materials in advance.

• Capture action items during meetings and track progress through completion.

• Draft, proofread, and format executive correspondence, reports, presentations, and CEO-facing materials.

Confidentiality, Records & Systems

• Maintain confidential files, records, and databases with the highest level of discretion.

• Ensure organization, version control, and accuracy of executive documents and records.

Leadership & Board Support

• Serve as a key liaison between the CEO and senior leaders, board members, external partners, and vendors.

• Coordinate leadership and board meetings, including agenda development, presentation preparation, and follow-up on action items.

• Support onboarding for executive hires by coordinating meetings, introductions, and required materials.

Team Support & Process Improvement

• Provide guidance to administrative team members to standardize processes and improve workflow efficiency.

• Identify opportunities to streamline systems and enhance executive and organizational effectiveness.

• Support employee engagement and development initiatives aligned with company values.

Events & Executive Communications

• Coordinate company events and CEO-led employee communications.

• Draft, edit, and proofread executive communications, announcements, and internal messaging to ensure clarity and brand alignment.

Qualifications

• Minimum of five years of experience supporting senior executives or C-suite leaders.

• Proven expertise in complex calendar management, travel coordination, and executive prioritization.

• Exceptional written and verbal communication skills, with experience preparing executive-level materials.

• Demonstrated discretion and professionalism in handling sensitive and confidential information.

• Strong organizational skills with exceptional attention to detail and follow-through.

• Advanced proficiency in Microsoft Office and common scheduling and expense platforms.

• Ability to build trusted relationships with senior leaders, board members, and external stakeholders.

• Flexibility to work occasional extended hours and travel as needed.

What We Offer

Competitive compensation, comprehensive benefits that support work-life balance, and a collaborative environment that encourages professional growth and long-term development.