Executive Assistant

Job Description

Job Description

Description:

Job Title: Executive Assistant to Chief of Staff

Entity & Department: ZT Corporate, Office of CEO

Reports To: Chief of Staff

Summary

The Executive Assistant to the Chief of Staff provides high-level administrative and operational support to the Chief of Staff and the Office of CEO. This role is responsible for coordinating calendars, meetings, travel, communications, records, and priority follow-up activities to ensure the efficient day-to-day operation of the executive office.

The position serves as a professional point of contact for internal and external stakeholders, manages sensitive and confidential information with discretion, and supports preparation of executive correspondence, presentations, reports, and meeting materials. The Executive Assistant must exercise sound judgment, maintain strong attention to detail, and effectively manage multiple priorities in a fast-paced environment.

In addition, this role supports special projects, tracks action items, and helps maintain consistent communication and follow-through on key priorities to the Chief of Staff. The Executive Assistant contributes to a highly organized, responsive, and professional executive office environment that enables leadership to remain focused on strategic business objectives.

Essential Duties and Responsibilities

• Manage calendars, appointments, and scheduling for the COS and Office of CEO, including coordination of internal and external meetings.
• Coordinate meeting logistics, prepare agendas, assemble meeting materials, capture notes as needed, and track follow-up items to completion.
• Travel will be required.
• Arrange travel, lodging, transportation, and itineraries; prepare travel packets and support timely expense submission and reconciliation.
• Screen, prioritize, and route incoming communications, visitors, and requests with professionalism, urgency, and discretion.
• Draft, format, proofread, and distribute correspondence, reports, presentations, and other documents on behalf of the Chief of Staff.
• Maintain organized electronic and physical files, records, and reference materials for executive office operations.
• Support planning and coordination of executive meetings, leadership events, board-related logistics, and special projects as assigned.
• Partner effectively with leadership, departments, vendors, and external contacts to ensure timely communication, responsiveness, and execution of priorities.
• Maintain strict confidentiality and handle sensitive business information with a high degree of professionalism and sound judgment.

Core Competencies

• Exceptional organization and attention to detail.
• Initiative, problem-solving, and strong follow-through.
• Proactive communication and the ability to support the Chief of Staff in launching projects on time and helping scale priorities effectively.
• Professional written and verbal communication.
• Confidentiality, discretion, and sound judgment.
• Time management and ability to prioritize competing demands.
• Collaboration and relationship management.
• Adaptability in a fast-paced executive environment.
• Technical proficiency with Microsoft 365 and office systems.

KPIs

• Calendar accuracy and scheduling responsiveness.
• Timely completion of travel arrangements, expense reports, and meeting logistics.
• On-time preparation and distribution of agendas, presentations, reports, and executive materials.
• Tracking and closure of assigned follow-up items and action items.
• Accuracy, quality, and professionalism of written communications and documentation.
• Stakeholder satisfaction, responsiveness, and service support to the Chief of Staff and Office of CEO.

Marginal Duties

• Assist with event support, hospitality coordination, and executive office coverage as needed.
• Support document retention, data entry, filing, and administrative process improvements.
• Perform other duties and special assignments as directed to support business needs.

Requirements:

Qualifications: - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience:

• High school diploma or equivalent required; associate degree or bachelor’s degree in business, communications, or related field preferred.
• Three (3) to five (5) years of progressively responsible administrative support experience required; experience supporting senior executives or C-suite leaders preferred.
• Demonstrated experience coordinating complex calendars, meetings, travel arrangements, expense reporting, and executive communications.
• Experience handling confidential and sensitive information with a high level of discretion and professionalism.

Skills:

• Strong proficiency in Microsoft Office/Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
• Excellent written, verbal, proofreading, and document formatting skills.
• Strong organizational, planning, and time-management skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently, exercise sound judgment, and maintain professionalism in a fast-paced environment.
• Strong interpersonal skills with the ability to build effective working relationships across all levels of the organization.