Executive Assistant

Job Description

Job Description

Key Responsibilities

Executive Communications & Information Management

• Manage and prioritize all CEO communications, including email, phone, messaging platforms, and other electronic channels.
• Draft, review, and coordinate professional correspondence on behalf of the CEO.
• Serve as a central point for internal and external communications, ensuring timely responses and appropriate follow-through.
• Monitor, triage, and route incoming requests based on urgency, business impact, and required action.
• Maintain confidentiality while handling sensitive corporate, financial, personnel, and strategic information.

Executive Operations & Strategic Support

• Coordinate executive priorities across multiple business units and leadership teams.
• Track key initiatives, action items, and deliverables, ensuring accountability and timely execution.
• Facilitate efficient decision-making by preparing summaries, briefing materials, and executive reports.
• Support delegation of responsibilities through effective workflow management and process coordination.
• Identify opportunities to improve executive productivity, communication flow, and organizational effectiveness.

Calendar, Travel & Meeting Management

• Manage a complex executive calendar, balancing strategic priorities, business demands, and personal commitments.
• Coordinate domestic and international travel arrangements, including itineraries, logistics, accommodations, and contingency planning.
• Organize executive meetings, leadership sessions, board-related activities, and special events.
• Prepare meeting agendas, presentations, background materials, and briefing documents.
• Track meeting outcomes, action items, and follow-up activities to ensure completion.

 

Relationship & Stakeholder Management

• Build and maintain professional relationships with executives, employees, customers, partners, vendors, and community stakeholders.
• Represent the CEO with professionalism, diplomacy, and sound judgment.
• Coordinate interactions with senior leadership, boards, and external organizations.

Administrative & Personal Support

• Maintain executive records, files, and confidential documentation.
• Manage personal administrative matters and scheduling as directed by the CEO.
• Coordinate special projects and assignments requiring a high degree of trust, accuracy, and discretion.
• Ensure seamless integration of business and personal priorities while protecting the CEO’s time and focus

Qualifications

• Proven experience supporting a CEO, president, owner, or senior executive in a complex organization.
• Exceptional written and verbal communication skills.
• Advanced proficiency with Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, and related productivity tools.
• Strong organizational, project management, and multitasking capabilities.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and manage sensitive information.
• Ability to anticipate needs, solve problems proactively, and execute with minimal supervision.
• Professional presence with strong interpersonal and relationship-management skills 

Core Competencies

• Executive Presence
• Strategic Thinking
• Discretion & Confidentiality
• Communication Excellence
• Organizational Agility
• Project Coordination
• Attention to Detail
• Relationship Management
• Time & Priority Management
• Initiative & Accountability