Executive Assistant to Chief Executive Officer

Our client, a confidential UHNWI is seeking an experienced EA to join the team!

Confidential UHNWI: Executive Assistant to the CEO

Location : Phoenix, AZ Onsite with 24/7 availability

Salary Range: $100,000-175,000 + benefits

10% personal work involved including booking haircuts, and doctor's appointments.

Confidential Opportunity

Full-Time | On-Site

A prominent, privately held organization is seeking an exceptional Executive Assistant to provide dedicated support to its Chief Executive. This is a highly visible position for an experienced executive support professional who understands how to operate alongside a sophisticated, fast-moving leader and can bring structure, foresight, and exceptional judgment to a demanding executive office.

The ideal candidate is polished yet approachable, extraordinarily organized, and naturally proactive. This person will understand the broader business context behind the executive’s schedule and priorities rather than simply managing logistics. They will be trusted with highly sensitive information, interact regularly with influential internal and external stakeholders, and serve as an important extension of the executive they support.

Key Responsibilities

• Own an intricate and frequently changing executive calendar, strategically prioritizing meetings, commitments, business initiatives, and personal appointments.
• Anticipate upcoming needs, identify potential conflicts, and resolve scheduling issues before they reach the executive.
• Serve as a thoughtful gatekeeper, evaluating requests and determining priorities with sound judgment and diplomacy.
• Coordinate sophisticated domestic and international travel, including transportation, accommodations, detailed itineraries, VIP arrangements, and last-minute changes.
• Prepare executives for meetings with agendas, background information, presentations, reports, briefing materials, and relevant correspondence.
• Monitor incoming requests and communications, identifying urgent matters and ensuring appropriate follow-through.
• Draft and edit executive-level correspondence and communications with a high degree of professionalism.
• Track important decisions, deliverables, commitments, and follow-up items to ensure nothing falls through the cracks.
• Process expenses, invoices, reimbursements, and other administrative documentation accurately and efficiently.
• Coordinate executive meetings, private events, hospitality, and high-level engagements in partnership with internal teams and outside vendors.
• Maintain organized and secure electronic records, presentations, reports, and confidential documents.
• Create effective systems for tracking information, deadlines, projects, and executive priorities.
• Identify opportunities to streamline administrative processes and improve the efficiency of the executive office.
• Utilize technology and modern productivity tools to improve scheduling, communication, research, document management, and workflow.

Executive & Stakeholder Partnership

This individual will regularly communicate with senior leadership, board-level stakeholders, business partners, advisors, community contacts, vendors, and other high-profile individuals. They must be able to represent the executive office with confidence, warmth, professionalism, and discretion.

The Executive Assistant will also work across departments to keep communication moving, gather information, coordinate priorities, and ensure key initiatives receive appropriate attention and follow-through.

Qualifications

• 10+ years of experience supporting a CEO, President, Owner, Founder, Chairperson, or similarly senior executive.
• Demonstrated success managing exceptionally complex calendars and competing executive priorities.
• Significant experience coordinating detailed domestic and international travel, including VIP and last-minute arrangements.
• Ability to anticipate needs and independently solve problems without requiring extensive direction.
• Exceptional organizational skills and meticulous attention to detail.
• Excellent written communication skills with experience preparing executive correspondence, presentations, reports, and briefing materials.
• Strong business judgment and an understanding of how to prioritize executive time based on organizational needs.
• High emotional intelligence and the ability to communicate effectively with a wide range of personalities and seniority levels.
• Proven ability to handle confidential financial, personnel, legal, and business information with complete discretion.
• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive.
• Comfortable adopting new technology, including AI-enabled productivity and organizational tools.
• Experience creating processes, tracking systems, and executive-office best practices is highly valued.
• Bachelor's degree preferred, although significant relevant experience will be considered in lieu of a degree.

Candidates coming from private investment firms, family offices, real estate, hospitality, entertainment, luxury organizations, professional services, or other high-touch executive environments are particularly relevant. Experience supporting both business and personal scheduling is also highly valued.

The Ideal Profile

This person is several steps ahead at all times. They understand when to escalate an issue, when to solve it independently, and when to protect the executive's time. They are comfortable operating behind the scenes, take tremendous ownership of their work, and remain calm when plans change unexpectedly.

Success in this position will mean creating an executive office that operates seamlessly: priorities are clear, meetings are thoughtfully organized, information is readily available, commitments are tracked, stakeholders receive timely communication, and sensitive matters are handled with impeccable discretion.

The role requires flexibility outside of traditional business hours, including occasional evenings, weekends, and holidays when executive or business needs require additional coverage.

Please submit your resume for consideration!