Executive Assistant

Executive & Personal Assistant to CEO

Location: Rockland County, NY (5 days a week)

Position Summary

The Executive & Personal Assistant serves as a trusted strategic partner and operational extension of the CEO, providing high-level executive support across business priorities while also managing critical personal communication, logistical, and administrative responsibilities. This role combines executive partnership, project management, strategic communication, operational leadership, and personal support to maximize the CEO's effectiveness and productivity.

The ideal candidate demonstrates exceptional judgment, emotional intelligence, discretion, and the ability to seamlessly transition between strategic initiatives, operational execution, and personal support responsibilities. This individual is highly proficient with technology and embraces emerging tools, artificial intelligence (AI), automation, and digital productivity platforms to streamline workflows, eliminate inefficiencies, and drive organizational effectiveness.

Key Responsibilities

Executive Partnership & Strategic Support

• Serve as the CEO's trusted partner, providing strategic, operational, and administrative support.
• Manage information flow between the CEO, leadership teams, and staff to ensure alignment and accountability.
• Review, edit, and refine presentations, executive communications, briefing materials, and talking points.
• Manage and prioritize the CEO's inbox, ensuring timely responses and confidentiality.
• Draft and edit correspondence while maintaining consistency with the CEO's communication style.
• Track commitments, action items, and follow-ups to ensure completion.
• Conduct research, analyze information, and prepare executive briefings to support decision-making.
• Represent the CEO in select meetings and interactions with internal and external stakeholders.
• Identify opportunities to enhance executive efficiency, communication, and organizational impact.
• Develop systems and workflows that improve prioritization, focus, and productivity.

Operational Leadership & Project Management

• Coordinate cross-functional initiatives and strategic projects.
• Track organizational priorities and monitor project progress.
• Facilitate communication across departments to ensure execution of leadership directives.
• Coordinate planning and logistics for executive meetings, leadership events, investor meetings, and retreats.
• Ensure deliverables are completed on time and aligned with organizational objectives.

Technology, AI & Productivity Innovation

• Identify opportunities to improve efficiency through automation, AI, and digital transformation.
• Utilize advanced AI and productivity tools to support communication management, research, project coordination, and workflow design.
• Evaluate, implement, and manage AI-enabled tools, automation platforms, and digital assistants.
• Design and improve scalable business and personal processes.
• Create automated workflows, dashboards, reporting tools, and tracking systems.
• Stay informed on emerging technologies and executive productivity best practices.
• Support adoption of new systems and tools across leadership and staff.
• Maintain organized and secure digital systems across professional and personal responsibilities.
• Leverage AI tools to prepare summaries, conduct research, draft communications, and improve operational efficiency.

Executive Oversight & Alignment

• Act as a liaison between the CEO and leadership teams.
• Monitor executive initiatives and ensure alignment with organizational priorities.
• Ensure leadership meetings are supported with current reports, KPIs, and relevant materials.
• Anticipate information requirements and proactively gather materials.
• Track leadership action items and ensure accountability for follow-through.

Strategic Communication & Organizational Awareness

• Maintain visibility into operational activities, opportunities, challenges, and organizational dynamics.
• Identify emerging issues and proactively elevate concerns.
• Build trusted relationships with leadership, staff, investors, partners, and external stakeholders.
• Help ensure the CEO remains informed and connected to business priorities.

Executive Administrative Management

• Manage a complex executive calendar, scheduling, travel arrangements, and meeting logistics.
• Prioritize competing demands to maximize effectiveness and strategic focus.
• Draft, edit, and manage executive correspondence.
• Process expense reports, coordinate vendors, and oversee administrative workflows.
• Serve as a professional point of contact for internal and external stakeholders.

Personal Support

• Provide high-level personal assistance to the CEO and family.
• Manage personal calendars, appointments, reservations, and travel arrangements.
• Coordinate with personal service providers and vendors.
• Oversee household administration and event coordination.
• Manage personal documentation, memberships, renewals, insurance matters, and special projects.
• Maintain strict confidentiality in all personal and family matters.
• Integrate personal and professional priorities to support executive effectiveness.
• Utilize technology and automation to streamline personal administration and household operations.
• Create systems that align personal and business calendars, commitments, and travel plans.

People & Culture Influence

• Serve as an extension of the CEO's leadership style, professionalism, and values.
• Promote collaboration, engagement, and positive workplace culture.
• Provide guidance and support to administrative and operational staff as needed.
• Support culture initiatives and executive communications.

Strategic Partnership & Judgment

• Manage executive access with professionalism, diplomacy, and discretion.
• Exercise sound judgment when handling sensitive, confidential, or high-impact matters.
• Understand executive priorities and make decisions on behalf of the CEO when appropriate.
• Partner with internal teams to ensure successful execution of strategic initiatives.

Flexibility & Availability

• Available to provide support outside standard business hours when necessary.
• Responsive to urgent matters and time-sensitive communications.
• Comfortable supporting executives during travel and periods of high activity.
• Able to coordinate across multiple time zones.

Additional Responsibilities

• Support special projects and strategic initiatives as assigned.
• Assist with operational priorities to ensure continuity and organizational effectiveness.
• Perform additional duties as needed.

Qualifications

• Bachelor's degree in Business Administration, Office Management, or a related field preferred; equivalent experience considered.
• Advanced proficiency with AI tools and platforms, including Microsoft Copilot, ChatGPT, Claude, Gemini, and similar technologies.
• Experience managing both Executive Assistant and Personal Assistant responsibilities.
• Demonstrated success implementing automation, AI solutions, and productivity tools to improve workflows and executive effectiveness.
• Experience creating automated workflows, dashboards, tracking systems, and reporting mechanisms.
• Exceptional organizational and prioritization skills.
• Outstanding written and verbal communication abilities.
• Strong emotional intelligence, professionalism, and sound judgment.
• Advanced proficiency with Microsoft Office Suite, Teams, Smartsheet, and other executive productivity tools.
• Proven ability to maintain strict confidentiality and manage sensitive information with discretion.

Featured benefits

• Medical insurance
• Vision insurance
• Dental insurance
• 401(k)

Equal Opportunity Employer/Veterans/Disabled To read our Candidate Privacy Information Statement, which explains how we will use your information, please navigate to The Company will consider qualified applicants with arrest and conviction records in accordance with federal, state, and local laws and/or security clearance requirements, including, as applicable: • The California Fair Chance Act • Los Angeles City Fair Chance Ordinance • Los Angeles County Fair Chance Ordinance for Employers • San Francisco Fair Chance Ordinance