Executive Assistant to the CEO

Job Description

Job Description

Position Summary

The Executive Assistant to the CEO provides executive, administrative, project-management, and personal-assistant support to help advance the CEO’s priorities and Company initiatives.

This role manages scheduling, communications, meetings, travel, reporting, follow-up activities, special projects, and appropriate personal-assistant responsibilities. The Executive Assistant serves as a central point of coordination between the CEO, executive leadership, internal departments, vendors, business partners, and other stakeholders.

The position requires a high degree of professionalism, discretion, responsiveness, organization, and sound judgment, with the ability to anticipate needs and effectively manage competing priorities in a fast-paced executive environment.

Key Responsibilities

• Manage the CEO’s calendar, meetings, priorities, travel, appointments, and daily administrative needs.

• Coordinate and prioritize meeting requests, scheduling conflicts, deadlines, and time-sensitive matters.

• Prepare agendas, presentations, reports, meeting materials, briefing documents, and executive correspondence.

• Document meeting notes, decisions, action items, responsibilities, and deadlines.

• Coordinate communication and follow-up between the CEO, executive leadership, internal departments, vendors, business partners, and external stakeholders.

• Track assignments, commitments, outstanding items, and decisions requiring the CEO’s attention.

• Provide project-management support for executive priorities, Company initiatives, and special projects.

• Maintain project plans, timelines, task lists, status reports, and follow-up schedules as needed.

• Coordinate meetings and deliverables between internal teams, leadership, vendors, and external partners.

• Assist with preparation and coordination for executive meetings, leadership meetings, company events, conferences, and other functions involving the CEO.

• Coordinate executive travel, including transportation, accommodations, itineraries, reservations, and related logistics.

• Organize executive files, reports, correspondence, records, and confidential information.

• Screen, prioritize, organize, and appropriately route communications and requests requiring the CEO’s attention.

• Provide personal assistant support to the CEO, including personal scheduling, appointments, reservations, travel coordination, errands, and other reasonable personal administrative needs.

• Coordinate with personal service providers, vendors, contacts, or other third parties when requested by the CEO.

• Maintain appropriate organization and confidentiality between Company-related and personal matters.

• Anticipate scheduling, administrative, logistical, and communication needs and proactively address potential issues.

• Perform additional duties that support the CEO, Executive Office, and Company initiatives.

• Perform other duties, special projects, personal-assistant responsibilities, and non-routine assignments as requested by the CEO as business and executive needs arise and when reasonably aligned with the employee’s skills and capabilities.

Leadership Expectations

• Serve as a trusted and dependable partner to the CEO.

• Demonstrate professionalism, discretion, responsiveness, confidentiality, and sound judgment.

• Take ownership of assignments and follow through from planning to completion.

• Anticipate the CEO’s needs, identify potential issues, and recommend practical solutions.

• Protect and effectively manage the CEO’s time and priorities.

• Communicate clearly and maintain accountability across projects, departments, and stakeholders.

• Represent the CEO and Executive Office professionally when interacting with employees, leadership, business partners, vendors, and external stakeholders.

• Remain flexible and adaptable as executive priorities, schedules, and business needs change.

• Handle confidential business, financial, employee, transaction-related, and personal information appropriately.

Preferred Qualifications

• Experience supporting a CEO, President, C-suite executive, senior executive, or department leader.

• Experience in executive administration, personal assistance, project coordination, business operations, or a related field.

• Experience managing complex calendars, executive travel, meetings, and competing priorities.

• Strong organizational, written communication, interpersonal, and problem-solving skills.

• Ability to exercise discretion and sound judgment when handling confidential or sensitive matters.

• Ability to anticipate needs, work independently, and follow through on assignments with limited supervision.

• Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.

• Strong attention to detail and ability to adapt quickly to changing priorities.

• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and related business tools.

• Willingness and ability to provide both professional executive support and appropriate personal assistant support to the CEO.

Measures of Success

Success in this position will be measured by:

• Effectiveness of executive, administrative, and personal assistant support.

• Accuracy and timeliness of meetings, communications, travel arrangements, reports, and follow-up activities.

• Effective management and protection of the CEO’s schedule, priorities, and time.

• Successful coordination of executive projects, Company initiatives, and deliverables.

• Visibility and accountability across assignments, responsibilities, deadlines, and outstanding items.

• Quality of executive meeting preparation, documentation, communication, and organizational support.

• Ability to anticipate needs and proactively resolve administrative, scheduling, and logistical issues.

• Appropriate handling of confidential Company and personal information.

• Positive feedback from the CEO, executive leadership, and internal and external stakeholders.

Travel Requirement: Occasional travel, including meetings, company events, executive functions, and other business-related travel