Special Assistant to the CEO

Job Description

Job Description

Position Overview

We are seeking a highly organized, discreet, and adaptable Special Assistant to the CEO to provide high-level operational support to a busy executive with extensive domestic and international travel.

The Special Assistant to the CEO will serve as a key operational partner during travel, responsible for advance preparation, day-of execution, real-time problem-solving, and communication with the executive's office. The ideal candidate is highly observant, service-oriented, calm under pressure, and capable of exercising sound independent judgment while remaining closely aligned with the broader team.

This is a highly hands-on role requiring exceptional attention to detail, professionalism, flexibility, and discretion.

ResponsibilitiesTravel Planning & Advance Preparation

• Review itineraries, engagements, and travel plans in advance to identify dependencies, open questions, and potential challenges.

• Participate in planning calls and site-readiness reviews with event hosts, security personnel, travel partners, drivers, hotels, and internal staff.

• Confirm transportation, accommodations, credentials, access, timing, materials, technology, and other requirements.

• Coordinate closely with executive support, travel and logistics, communications, security, and other internal teams to ensure plans remain aligned.

• Anticipate potential issues and develop contingency plans before travel begins.

Travel Execution & Executive Support

• Accompany the executive during domestic and international travel and manage day-of schedule execution from departure through return.

• Serve as the on-the-ground liaison with event organizers, hosts, security personnel, drivers, aviation personnel, hotels, and other stakeholders.

• Anticipate the executive's needs and ensure materials, technology, transportation, and other requirements are ready at each stage of the itinerary.

• Facilitate smooth transitions between meetings, events, travel, and other commitments.

• Resolve delays, access issues, schedule changes, and unexpected operational challenges calmly and discreetly.

• Provide high-touch executive and limited personal support as needed in connection with travel and the executive's itinerary.

Communication & Follow-Through

• Maintain timely and accurate communication with the executive's office regarding movements, schedule changes, decisions, and material issues.

• Track commitments, follow-up items, receipts, and other travel-related records.

• Ensure clear and timely handoffs to appropriate team members following meetings, events, and travel.

• Support post-trip reviews and identify opportunities to improve future travel and operational efficiency.
  

Qualifications

• Demonstrated experience in executive support, high-level travel staffing, hospitality, military or law enforcement operations, security, logistics, or another fast-paced environment requiring disciplined execution.

• Exceptional judgment, discretion, professionalism, and emotional maturity.

• Proven ability to handle confidential and sensitive information.

• Calm, resourceful, and solutions-oriented approach to unexpected situations.

• Ability to make sound decisions independently while maintaining strong communication with leadership and colleagues.

• Excellent interpersonal and communication skills, with the ability to interact professionally with executives, senior leaders, clients, event teams, security personnel, and service partners.

• Strong organizational skills and exceptional attention to detail.

• Ability to manage schedules, documents, technology, logistics, and multiple moving pieces simultaneously.

• Ability and willingness to travel extensively, including domestic and international travel.

• Flexibility to work early mornings, late evenings, weekends, holidays, long days, changing time zones, and short-notice schedule changes.

• Strong proficiency with standard office, communication, and travel technology.

• Must hold a valid U.S. passport and be eligible for unrestricted international travel.

Starting salary is $120,000, commensurate with experience and qualifications.