The Executive Assistant will manage the calendars, information, and priorities of the CEO and CFO, enabling them to focus on leading the company. This is a high-trust role that requires daily handling of confidential Board, investor, and personnel matters. You will also serve as a primary point of contact for the CEO’s and CFO’s offices.
The ideal candidate anticipates needs before they arise, manages competing demands with composure, and represents the executive office with sound judgment, professionalism, and discretion.
What You'll Do
- Manage the CEO’s calendar: Prioritize requests, protect focus time, and resolve scheduling conflicts across time zones.
- Manage access and priorities: Serve as a gatekeeper, balancing meeting requests and resolving scheduling conflicts to ensure executive time is used effectively.
- Coordinate Board of Directors meetings: Partner with the CEO on meeting planning, preparation, and logistics.
- Coordinate domestic and international travel: Plan and manage extensive travel arrangements.
- Handle confidential information: Manage sensitive materials and matters, including Board materials and executive personnel information, with the highest level of discretion.
- Serve as a key liaison: Connect the CEO with the executive leadership team, business unit presidents, Board members, and external partners.
- Manage expense reporting: Process expense reports for the CEO, CFO, and Board members.
- Lead event planning and execution: Project-manage all aspects of leadership team meetings, president workshops, Board meetings, offsites, and company events, overseeing coordination from planning through completion.
- Manage venue sourcing and contracts: Identify and secure event venues and manage multi-year venue contracts.
- Support special projects: Take ownership of special projects as priorities evolve.
- Anticipate and resolve issues: Identify potential challenges and address them proactively before they reach the CEO.
- Oversee administrative support: Work closely with and oversee the office manager/executive assistant to support effective coordination and execution.
What You’ll Bring
- 7+ years of experience supporting C-suite executives, ideally a CEO at a publicly traded company.
- Experience coordinating Board meetings and large-scale company events.
- A proven track record of exercising discretion when handling highly confidential information.
- Strong writing and editing skills.
- Exceptional organizational, communication, problem-solving, and time-management skills, combined with high emotional intelligence, sound judgment, discretion, and the ability to influence without authority.
- The judgment to distinguish between matters requiring the CEO’s attention and those that can be handled independently or delegated appropriately.
- The ability to remain calm under pressure and adapt effectively to shifting priorities.
- Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, and PowerPoint, as well as Teams, Zoom, and BoardEffect.
- A bachelor’s degree preferred, or equivalent experience.
- Availability to provide occasional evening, weekend, or travel support in connection with Board meetings and major events.
- Ability and willingness to travel domestically and internationally, as needed, to support Board meetings, executive offsites, and other key company events.
What Success Looks Like in Year One
- The CEO’s and CFO’s calendars reflect their priorities, and both executives are consistently well prepared for meetings.
- Board meetings and offsites run smoothly, efficiently, and professionally.
- Executives, Board members, and external partners experience the executive office as responsive, organized, and well managed.
- Confidential information and sensitive matters remain protected.