Executive Assistant To The Ceo

Position: Executive Assistant (Full-time)

Location: Charlotte, NC (On-site, with occasional domestic and international travel)

Reports to: Chief Executive Officer (CEO)

Position Overview

Panorama Holdings is seeking a corporate-focused Executive Assistant to serve as a trusted partner to our CEO. This role centers on executive and business support: managing a complex, multi-entity calendar, handling domestic and international travel with frequent last-minute changes, keeping expenses and records current, and helping the CEO's office work more efficiently through digital tools and AI-enabled workflows.

The role also includes a defined set of personal responsibilities, primarily oversight of the CEO's residence and related vendors. Personal support is a smaller part of the role than business support.

The ideal candidate has supported a C-suite executive in a corporate environment. They are detail-oriented, anticipate needs before they arise, and stay calm and precise when plans change quickly.

Key Responsibilities

Executive Support & Calendar Management

• Maintain and optimize the CEO's calendar across multiple entities, stakeholders, and time zones, including periods when the CEO is traveling internationally.
• Anticipate conflicts, re-prioritize effectively, and prepare daily and weekly schedule briefings.
• Book flights, accommodations, and ground transportation, and rebook quickly when plans change, often on short notice.
• Protect the CEO's time by filtering requests, prioritizing communications, and building schedule efficiencies.

Expense Management & Financial Administration

• Categorize the CEO's high-volume company-card transactions and attach receipts on a timely, consistent basis.
• Maintain a regular reconciliation routine and follow up on missing documentation before it accumulates.
• Prepare expense reports and process reimbursements and invoices accurately.
• Track basic financial records and coordinate with the finance and accounting team as needed.

Digital Workflows & AI Enablement

• Organize and maintain the CEO's files and documents in Microsoft OneDrive and SharePoint so they can support AI-enabled workflows.
• Adopt and use AI tools to streamline scheduling, correspondence, research, and document preparation.
• Develop and implement systems, checklists, and workflows that increase accuracy and efficiency.

Administrative & Office Responsibilities

• Prepare documents and correspondence and manage records.
• Organize internal meetings, offsites, and team events.
• Manage vendor relationships and office supplies, and serve as liaison with building management, service providers, and IT support.

Residence Oversight & Personal Support

• Oversee the CEO's residence, including paying household bills and serving as the primary liaison with the property manager.
• Coordinate household vendors and occasional personal scheduling and travel.
• Handle confidential business and personal information with complete discretion.

Problem-Solving

• Identify and resolve scheduling, travel, and logistics issues before they reach the CEO.
• Deliver creative solutions under tight deadlines while staying calm and decisive under pressure.

Qualifications

• Minimum 5 years of experience as an Executive Assistant supporting a CEO or C-suite executive in a corporate environment.
• Proven ability to manage complex, multi-entity calendars and frequently shifting priorities.
• Demonstrated discipline in expense management, including high-volume card reconciliation and receipt tracking.
• Proficiency in Microsoft 365 (Outlook, OneDrive, SharePoint, Teams) and comfort learning and using AI tools.
• Strong written and verbal communication skills.
• Availability for occasional international travel (at least once per year).
• High integrity, reliability, and professionalism, with a track record of maintaining confidentiality.
• Ability to work independently and solve problems proactively.
• Proficiency in Mandarin Chinese preferred.

What Success Looks Like

• The CEO's calendar, travel, and commitments run smoothly, even when plans change on short notice.
• Expenses are categorized, receipted, and reconciled on time, every month.
• Files and workflows are organized so the CEO's office can make full use of digital and AI tools.
• Residence matters are handled reliably without requiring the CEO's attention.
• Problems are resolved before they reach the CEO.

Industry: Real Estate

• Employment Type: Full-time