Executive Assistant to CEO

Job Description

Job Description

Job description:

Overview

We are seeking a highly organized, proactive, and dependable Executive Assistant to the CEO to support the owner and CEO of a growing group of companies operating primarily in the construction, engineering, and facilities maintenance .

This is not a traditional administrative assistant position. The Executive Assistant will work closely with the CEO across multiple businesses and serve as a central point for organization, communication, scheduling, follow-up, and execution.

The successful candidate will be someone who can take a conversation, meeting, email, or instruction and turn it into organized action—tracking commitments, coordinating with the appropriate people, and following through until items are completed.

The position requires excellent judgment, confidentiality, communication skills, and the ability to manage multiple priorities in a fast-moving entrepreneurial environment.

Key Responsibilities

• Manage the CEO's calendar, meetings, appointments, conference schedules, travel, and important deadlines.

• Organize and prioritize the CEO's daily and weekly activities across multiple companies.

• Monitor communications and help identify emails, requests, and issues requiring CEO attention.

• Draft professional emails, letters, meeting summaries, internal communications, and follow-up correspondence.

• Maintain a centralized executive action tracker for assignments, commitments, deadlines, and follow-ups.

• Follow up with employees, customers, vendors, consultants, attorneys, accountants, and other parties on outstanding action items.

• Prepare the CEO for meetings by organizing relevant correspondence, documents, background information, and outstanding decisions.

• Take meeting notes and convert discussions into clearly assigned action items with owners and deadlines.

• Prepare weekly executive summaries identifying upcoming meetings, overdue items, important deadlines, decisions required, and key follow-ups.

• Coordinate communications and activities between multiple companies and departments, including operations, engineering, project management, accounting, marketing, and field teams.

• Assist with business-development activities, customer follow-ups, conferences, contact management, and relationship tracking.

• Assist with organizing proposals, presentations, reports, spreadsheets, contracts, and other business documents.

• Maintain organized electronic records for corporate documents, contracts, insurance, licenses, leases, legal matters, and other executive files.

• Track corporate registrations, professional licenses, insurance renewals, contracts, leases, and other important expiration dates.

• Assist the CEO with acquisition opportunities, including NDAs, due-diligence documents, financial information, broker communications, and transaction tracking.

• Coordinate with accounting and management teams to obtain financial and operational information requested by the CEO.

• Conduct business research and assist with special projects as assigned.

• Handle confidential financial, legal, personnel, acquisition, and corporate information with discretion.

• Perform notarization of company and executive documents when required.

Notary Requirement

Candidate must be currently commissioned as a Florida Notary Public or be willing and eligible to become a Florida Notary Public promptly after hire.

The company can assist an otherwise qualified candidate with completing the Florida Notary application process.

What Success Looks Like

The Executive Assistant should become the CEO's organizational and follow-through partner.

When the CEO assigns something, the Executive Assistant should capture it, determine the appropriate next steps, coordinate with the responsible parties, track progress, and make sure the matter does not get lost.

The goal is to significantly reduce the amount of time the CEO spends tracking administrative details and following up on outstanding items.

Qualifications

• 5+ years of experience as an Executive Assistant, Senior Administrative Assistant, Executive Operations Coordinator, Project Coordinator, or similar role.

• Experience directly supporting a CEO, president, business owner, or senior executive strongly preferred.

• Experience supporting an executive responsible for multiple businesses or business units is a plus.

• Exceptional organization and follow-through.

• Excellent written and verbal communication skills.

• Strong professional email-writing skills.

• Ability to manage numerous assignments and deadlines simultaneously.

• Strong Microsoft Office and/or Google Workspace skills.

• Strong proficiency with spreadsheets, document preparation, electronic filing, and task-management systems.

• Comfortable learning and using AI productivity tools and new business software.

• Ability to work independently with limited supervision.

• Strong judgment and ability to determine what requires immediate executive attention.

• High level of discretion and confidentiality.

• Construction, engineering, facilities management, real estate, or professional-services experience is helpful but not required.

• Current Florida Notary Public commission or willingness and eligibility to obtain one.

Ideal Candidate

We are looking for someone who:

• Is extremely organized and naturally keeps track of details.

• Takes ownership rather than simply waiting for instructions.

• Is comfortable following up repeatedly when something needs to get done.

• Can communicate professionally with executives, customers, attorneys, accountants, employees, contractors, and vendors.

• Can distinguish between something that can be handled independently and something requiring CEO involvement.

• Enjoys working in a growing entrepreneurial organization where priorities can change quickly.

• Can manage several businesses and projects without losing track of commitments.

• Looks ahead and anticipates what the CEO will need rather than waiting to be asked.

Confidentiality

This position will have access to sensitive business, financial, legal, acquisition, employee, and executive information. Integrity, discretion, and confidentiality are essential requirements of the position.

Growth Opportunity

As the companies continue to grow, this position has the opportunity to develop beyond traditional executive assistance into broader Executive Operations or Chief of Staff responsibilities based on performance, capability, and interest.

Join us as an Executive Assistant to our CEO where your organizational talent fuels our leadership’s success! This paid position offers a vibrant environment that values proactive problem-solving, collaboration with top executives, and a commitment to excellence. If you thrive in a role that combines technical skill with personal interaction in a fast-moving setting, we want to hear from you!