Executive Assistant

Executive Assistant Contractor will provide executive administrative, organizational, coordination, and project-support services directly to the Chief Executive Officer (“CEO”).

The purpose of the engagement is to increase the CEO’s effectiveness and capacity by reducing administrative burden, improving organization and communication, maintaining visibility into important commitments, and supporting timely follow-through on CEO priorities.

Contractor will function as a trusted executive support resource while independently managing the methods and processes used to provide the contracted services.

Scope of Services

CEO Calendar & Priority Management

• Coordinate and maintain the CEO’s business calendar.
• Schedule internal and external meetings, appointments, calls, and business events.
• Identify and help resolve scheduling conflicts.
• Organize scheduling requests based on priorities established with the CEO.
• Help protect designated time for strategic work and high-priority activities.
• Ensure the CEO has necessary information, materials, and context before important meetings.
• Maintain visibility into upcoming deadlines, commitments, and events.
• Assist the CEO in organizing weekly priorities and commitments.

Executive Communications

• Assist with organizing and prioritizing communications requiring CEO attention.
• Draft emails, letters, memos, reports, presentations, and other communications for CEO review.
• Proofread and format executive communications and documents.
• Coordinate communications with designated employees, customers, vendors, business partners, and other stakeholders.
• Obtain information and updates requested by the CEO.
• Follow up on outstanding requests and communications as authorized.

Meetings & Follow-Through

• Coordinate CEO and leadership meetings.
• Prepare agendas and supporting materials.
• Attend designated meetings when requested.
• Document key decisions, action items, responsibilities, and deadlines.
• Maintain an organized action-item tracking system.
• Follow up with responsible parties regarding agreed-upon deliverables.
• Provide the CEO with concise updates regarding outstanding items.
• Escalate significant delays, unresolved issues, or matters requiring CEO attention.

CEO Projects & Initiatives

• Provide administrative and coordination support for CEO-sponsored projects.
• Maintain project trackers, timelines, documentation, and status information.
• Coordinate with responsible individuals to obtain updates and deliverables.
• Identify approaching deadlines, missing information, and potential delays.
• Conduct research and compile information as requested.
• Prepare summaries, reports, spreadsheets, presentations, and other materials.
• Maintain visibility into open projects and communicate significant issues to the CEO.

Travel & Business Logistics

• Research and coordinate flights, lodging, transportation, reservations, and other business travel.
• Prepare organized travel itineraries.
• Coordinate meetings and business activities associated with travel.
• Assist with travel changes and logistical issues.
• Maintain necessary travel-related documentation and information.
• Assist with expense documentation associated with business travel.

Executive Administration & Organization

• Organize executive documents, records, electronic files, and information.
• Assist with expense reports, invoices, receipts, and related administrative documentation.
• Prepare and format presentations, reports, spreadsheets, correspondence, and other business materials.
• Maintain executive contact information and administrative resources.
• Assist with special projects mutually agreed upon by Contractor and CEO.
• Recommend tools, systems, and processes that improve executive organization and efficiency.

Technology & AI Tools

• Be highly tech-savvy and comfortable learning and utilizing new technology and productivity tools.
• Proficiently use Microsoft Office, communication platforms, project-management systems, and other Company-approved applications.
• Effectively utilize AI tools, including ChatGPT, to improve efficiency, draft and summarize communications, organize information, conduct research, prepare documents, and streamline administrative processes.
• Proactively identify opportunities to use technology, AI, and automation to improve the CEO’s productivity and reduce administrative workload.
• Exercise appropriate judgment when using AI tools and protect confidential, proprietary, employee, customer, and other sensitive Company information in accordance with Company policies.

Expected Deliverables

The engagement is intended to produce consistent, measurable executive-support outcomes.

Expected recurring deliverables may include:

• Accurate and current CEO calendar.
• Weekly review of upcoming CEO priorities, meetings, commitments, and deadlines.
• Meeting agendas and supporting materials when required.
• Meeting notes and action-item tracking for designated meetings.
• Current list or dashboard of CEO-level action items and outstanding commitments.
• Regular follow-up on assigned action items and deliverables.
• Timely preparation of requested correspondence, reports, presentations, and documents.
• Organized travel itineraries and arrangements.
• Accurate organization and maintenance of executive records and files.
• Status reporting on CEO-sponsored projects and initiatives.
• Proactive identification of scheduling conflicts, approaching deadlines, missing information, and unresolved issues.

Anticipated Service Level & Availability

The parties anticipate approximately 25–35 hours of contracted services per week .

Actual hours may fluctuate based on workload, CEO travel, projects, deadlines, meetings, and other business requirements.

Contractor will maintain mutually agreed periods of availability sufficient to coordinate time-sensitive CEO matters and will communicate promptly regarding circumstances that could materially affect agreed-upon deadlines or deliverables.

The parties may establish recurring coordination periods and meetings as necessary to support the engagement.

Services beyond the anticipated weekly service level should be coordinated with the CEO in advance when reasonably practicable.