Executive Assistant

Executive Assistant

GBC is hiring an Executive Assistant to serve as a trusted operational partner to a highly engaged CEO and provide secondary support to the COO. The ideal candidate is comfortable operating in a fast-paced environment, remains adaptable as priorities shift, and exercises sound judgement, professionalism, and discretion in supporting executive leadership.

This role requires a highly organized professional who can anticipate needs, manage complex scheduling and logistics, and ensure executive priorities remain on track. The ability to create structure in a dynamic environment, manage competing priorities with accuracy and attention to detail, and build effective relationships across a variety of stakeholders will be critical to success. Strong communication skills, discretion, professionalism, confidence, and tact are essential.

Key Responsibilities

Calendar & Meeting Management

• Manage the CEO's complex, fast-moving calendar anticipating conflicts, protecting strategic time, communicating with participants and internal stakeholders, and proactively flagging issues.
• Prepare the CEO for every engagement: briefing documents, background research, and context delivered ahead of time, formatted for quick consumption.
• Prioritize competing scheduling requests and escalate sensitive decisions as appropriate.
• Coordinate pre- and post-meeting activities, working with other staff for room setup, food, transportation, and follow-up.
• Serve as a primary point of coordination for CEO scheduling and communications while maintaining professional relationships with internal and external stakeholders.
• Assist the COO with scheduling and execution of key external and internal meetings.

Priority & Task Management

• Liaise with staff, board members, and external partners on behalf of the CEO and COO ensuring timely follow-up and alignment with organizational priorities.
• Track key action items, deadlines, and follow-up requests for the CEO and COO, ensuring commitments are documented and completed on time.
• Coordinate travel end-to-end for CEO and COO: flights, ground transportation, accommodations, and itineraries.
• Complete and submit credit card reconciliations for the CEO and COO.
• Other duties as assigned, including handling general administrative tasks for the CEO and COO (i.e., phone inquiries, support internal operations and support preparations for events) and coordinating speaking engagements and external event participation.

Administrative Support & Communications

• Draft, edit, and send CEO correspondence with accuracy and appropriate organizational voice.
• Leverage technology tools and support quality data capture in GBC's core systems, (i.e., Salesforce, SharePoint, Monday.com)
• Coordinate with internal teams to gather information and materials needed for meetings, projects, and communications.