Senior Executive Assistant

Senior Executive Assistant

This position serves as a highly strategic partner to the CEO, ensuring effective prioritization, preparation, and follow-through on key priorities.

This role operates at the center of a high-performance, fast-moving, and often ambiguous environment. It requires sharp judgment, strong business acumen, and a proactive mindset to anticipate needs, surface priorities, and identify risks and gaps early. The individual ensures the CEO is consistently prepared, informed, and focused on the highest-impact work that supports disciplined execution and forward momentum.

This role support CEO effectiveness and enables leadership execution.

This role requires absolute discretion, executive presence, and credibility. The individual must be above reproach and trusted with the most sensitive information with professionalism and integrity while operating seamlessly with the executive and senior leaders.

Key Responsibilities

CEO Effectiveness & Prioritization

• Manage and optimize the CEO's calendar to ensure time is aligned to the highest-value business priorities.
• Anticipate needs and prepare the CEO with clear, concise, and relevant materials for all engagements.
• Proactively adjust priorities and schedules in response to shifting business demands.
• Coordinate complex travel with precision, ensuring efficiency, preparedness, and seamless execution.
• Manage CEO inbox flow, stakeholder requests, and competing priorities with sound judgment

Executive Alignment & Follow-Through

• Support tracking of key action items and leadership commitments, ensuring updates are captured and visible.
• Ensure the CEO has visibility into major risks, delays, dependencies, and gaps requiring intervention
• Coordinate with PMO and business leaders to gather updates on initiatives and progress.
• Coordinate inputs requiring CEO attention, prioritization, or cross-functional alignment
• Ensure decisions are documented, communicated, and translated into actionable next steps

Leadership Operating Rhythm & Alignment

• Coordinate and support disciplined operating rhythms for Sr. LT meetings, Monthly Business Reviews, Deep Dive Regional Reviews, Weekly KPI Triage meetings, Board preparation sessions, and strategic offsites
• Ensure all meetings are prepared in advance with agendas, pre-reads, KPI dashboards, scorecards, and action registers distributed on time
• Monitor agenda discipline, meeting pacing, and schedule adherence to ensure time is spent on the highest-value issues
• Capture key decisions, ownership, timelines, and follow-up actions from executive forums
• Maintain action registers for all major leadership meetings and ensure actions are completed on time
• Coordinate with PMO leadership and executive sponsors to ensure regions and leaders come prepared with required materials, updates, and corrective actions
• Support alignment across functions to reduce confusion, duplication, and missed commitments

Board Governance & Executive Preparation

• Coordinate Board meeting logistics, materials, and follow-up actions.
• Maintain Board action registers and ensure timely follow-through on commitments
• Assists in consolidating inputs from senior leaders for Board gather, meetings and executive reviews
• Ensure presentations and communications are aligned, concise, and executive-ready

Strategy & Culture Activation

• Coordinate and support execution of CEO-led engagements including yard talks, CEO company-wide Spotlight webcasts, leadership sessions, and Sr. LT meetings ensuring alignment to business priorities and cultural objectives
• Partner with the VP of Marketing, Brand & Communications to align messaging, timing, and audience for CEO-facing events and communications
• Assist in message development of CEO messages, leadership updates, and town hall content while ensuring consistency with broader company communications
• Ensure the CEO is fully prepared with clear objectives, context, and materials for each engagement
• Manage end-to-end execution, including logistics, stakeholder coordination, and follow-through
• Capture key themes, feedback, and action items to inform ongoing communication and organizational alignment

Operating Cadence Management

• Support the preparation of KPI dashboards, scorecards, forecasts, branch rankings, and supporting materials are complete and distributed in advance of meetings
• Track action item completion, overdue items, confidence levels, and escalation points across all major meetings
• Ensure follow-up meetings focus only on unresolved issues, red KPIs, and high-priority corrective actions rather than repeating broad KPI reviews

Trusted Advisor

• Serve as a trusted partner to the CEO in managing access, priorities, and information flow
• Exercise strong judgment in triaging competing demands and stakeholder needs
• Handle highly sensitive and confidential matters with absolute discretion
• Build effective relationships across senior leadership and key stakeholders

What You Will Bring

Education/Years of Experience:

• Bachelor's degree preferred; advanced degree or experience in operations, consulting, or program management a plus.
• 5-8 years supporting senior executives, preferably at the CEO or C-suite level

Qualifications/Requirements:

• Demonstrated ability to operate in high-performance, fast-paced, and ambiguous environments
• Proven track record of driving execution and follow-through across multiple stakeholders
• Strong business acumen with the ability to quickly understand priorities, risks, and interdependencies
• Exceptional organizational, communication, and problem-solving skills
• High level of professionalism, discretion, and sound judgment

Critical Success Factors:

• Anticipation & Preparedness Proactively identifies needs, pressure-tests priorities, and ensures the CEO and leadership are consistently prepared and aligned
• Relentless Follow-Through Every priority is owned, tracked, and driven to completion with precision; commitments are visible, accountable, and executed without drift
• Judgment & Discretion Exercises sound, independent judgment in high-stakes and ambiguous situations; trusted without hesitation with sensitive information
• Operational Discipline Brings structure, clarity, and rigor to complex and evolving priorities; establishes systems that drive execution
• Executive Presence & Credibility Engages confidently with senior leaders; able to influence, align, and push for clarity and accountability
• Thrives in Ambiguity Navigates shifting priorities and incomplete information with composure; translates direction into clear actions

Why Choose Us?

At Sunstate, every employee is valued, respected, and fairly compensated. More importantly, every employee has a voice that deserves to be heard. We are working hard to challenge the typical ways of business and develop an environment where our employees feel safe, comfortable, and look forward to coming to work. No matter which location you visit, you can't help but feel the close-knit work-family environment. We have strategically and organically grown our company from within, promoting from the ground up and providing employees with opportunities to explore their different passions within our own walls. This culture allows our people to develop valuable, marketable skills they can use throughout their career. Plus, with benefits like Baby Bonding, My Holiday vacation time, and discounts on everything from movie tickets to cell phone bills, we're constantly evolving our resources to provide our people with tools to make their lives easier!

Be YOU at Sunstate

At Sunstate Equipment, we are actively fostering a workplace culture where individuals of all identities and life experiences feel genuinely valued, respected, and appreciated. As a proud equal-opportunity employer, we wholeheartedly welcome candidates from diverse backgrounds and cultures. We recognize and celebrate the unique perspectives they bring, with the understanding that they are the fuel for the innovative ideas that drive the evolution of our industry. Sunstate Equipment Co. is an Equal Opportunity Employer A Drug Free Workplace and Participates in E-Verify.