Executive Assistant

Job Description

Act as the Chairman’s administrative “control tower” : anticipate needs, protect his time and attention, eliminate friction and create reliable systems so he can focus on vision, growth, relationships, public policy, capital allocation and high-impact decisions.

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The Executive Assistant works in close partnership with and reports to the Chief of Staff. The Chief of Staff sets Executive Office priorities and owns strategic judgment, decision support, senior-leader accountability and escalation; the Executive Assistant owns the precise administrative execution, documentation, coordination and logistics required to make those priorities work every day.

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This is an on-site position, and the Executive Assistant will work in the office five days per week to provide hands-on support, stay connected with the team, and help keep daily operations running smoothly.

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Core Responsibilities

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Chairman Readiness, Meetings & Follow-Through

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• Ensure the Chairman is administratively and logistically prepared for every room he walks into . In coordination with the Chief of Staff, assemble agendas, attendee and background information, prior commitments, reading materials, presentations, directions, contact information and required documents sufficiently in advance.
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• Own administration of the Chairman’s recurring 1:1 meetings , including scheduling.
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• Maintain the Executive Office action and follow-up tracker.
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• Escalate overdue senior-leader commitments to the Chief of Staff before they become surprises.
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• Ensure meeting logistics, documents and follow-ups are closed-loop: decisions are recorded, responsibilities are clear and administrative next steps do not revert to the Chairman.
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Calendar, Time & Travel Optimization

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• Own the Chairman’s calendar end-to-end within priorities established with the Chief of Staff, making routine scheduling decisions independently and ensuring the calendar reflects priorities rather than incoming requests .
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• Protect focused work and preparation time; intelligently sequence meetings; incorporate appropriate travel, preparation and recovery buffers; and proactively resolve conflicts and inefficiencies.
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• Redirect, delegate or decline low-value meeting requests consistent with agreed parameters so the Chairman’s calendar continuously migrates toward the highest-value use of his time.
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• Treat each business trip as a portfolio of opportunities rather than a single meeting . For every destination, proactively identify and propose additional high-value meetings, site visits, investor or partner contacts, board obligations, government/public-policy relationships and other worthwhile touchpoints in the same city.
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• Work with the Chief of Staff to determine which opportunities warrant inclusion, with the objective of amortizing the Chairman’s travel time across multiple high-value objectives .
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• Manage business and personal travel logistics end-to-end, including air travel, accommodations, ground transportation, itineraries, reservations, changes and contingency plans.
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• Maintain detailed travel preferences and anticipate disruptions before they become demands on the Chairman’s attention.
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Inbox, Communications & Inbound Requests

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• Manage the Chairman’s high-volume email traffic , maintaining a disciplined system for triage, routing, drafting routine responses, follow-up and closure.
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• Surface only communications requiring the Chairman’s decision, judgment, relationship or personal voice; independently resolve or route routine matters whenever appropriate.
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• Assist in managing significant text-message traffic by documenting requests or commitments that require action, moving appropriate items into trackable workflows and preventing important matters from disappearing in informal communication channels.
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• Coordinate routine communications and scheduling with senior executives, investors, lenders, partners, board members, public-policy contacts, professional advisers, family members and personal-office stakeholders.
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• Maintain organized queues for philanthropic requests, political requests, student requests and similar inbound requests , compiling them for periodic Chairman review rather than allowing them to interrupt the Chairman individually.
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• Communicate decisions and next steps promptly after review and maintain appropriate records in coordination with the Chief of Staff, legal, accounting or other professionals when necessary.
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Administrative & Personal-Office Execution

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• Own expense-report preparation and submission , obtaining receipts and supporting documentation without routinely requiring the Chairman to reconstruct expenditures.
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• Own the administrative process for signature requests : confirm completeness, route documents to appropriate legal, financial or internal reviewers where required, obtain the Chairman’s signature efficiently, distribute executed documents and maintain appropriate records.
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• Maintain a secure, intuitive and searchable business and personal file-management system so important correspondence, agreements, board materials, tax documents and reference information can be retrieved quickly.
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• Support the Chairman’s outside-board responsibilities , including routine scheduling, committee and board meeting materials for committees or boards he chairs, meeting logistics, and preparation/routing of conflict-of-interest and other required disclosures.
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• Coordinate personal-investment administration , maintaining reference records concerning entities and investment ownership, collecting tax and financial-reporting materials, tracking expected documentation and routing information to appropriate investment professionals, accountants or tax advisers.
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• Coordinate tax-return documentation , including collecting materials, maintaining an outstanding-items checklist and securely routing information to third-party accounting firms and advisers. The EA does not provide tax, investment or legal advice.
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• Coordinate aviation administration , including scheduling maintenance and inspections with qualified providers; organizing administrative copies/indexes of aircraft records and logbooks; coordinating the review workflow for service bulletins and airworthiness information with qualified aviation professionals; coordinating insurance renewals; scheduling recurrent training; and managing aviation-related trip preparation.
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• Maintain a calendar of family and close-friend birthdays and anniversaries , with sufficient advance notice to plan and purchase appropriate gifts within established preferences and budgets.
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• Coordinate routine personal and family logistics so that administrative matters are handled proactively rather than becoming tasks for the Chairman.
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Availability & Responsiveness

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• This role requires a high degree of responsiveness and flexibility, including outside normal business hours when necessary.
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• The expectation is not constant chaos—but reliable, thoughtful coverage. The Executive Assistant is expected to build systems that reduce after-hours emergencies over time, while remaining available for truly time-sensitive matters.
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Minimum Required Qualifications

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• Minimum of 5-7 years supporting a CEO in a fast-paced, high-performance environment
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• Bachelor's Degree required
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• Demonstrated ability to manage and prioritize a high-volume inbox and scheduling flow
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Other Required Skills & Abilities

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• Exceptional judgment and decision-making ability
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• Elite organizational skills and follow-through
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• Strong written and verbal communication skills
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• High attention to detail and commitment to excellence
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• Ability to operate independently with minimal direction
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• Absolute discretion and professionalism
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• Valid driver’s license with strong driving record
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• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
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• Anticipation over reaction: You solve problems before they exist
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• Near-perfection mindset: You build systems and checks to avoid mistakes
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• No surprises: Risks are surfaced early with proposed solutions
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• Extreme ownership: Nothing falls through the cracks—ever
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• Speed with accuracy: You operate quickly without sacrificing detail
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EOE

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