Executive Assistant and Brand Specialist

Description

This role exists to ensure the CEO operates in a constant state of clarity, momentum, and strategic focus — across business, personal, and family domains.

The role Lead serves as both trusted right hand and brand operations driver. This position combines high-level executive and personal support with hands-on leadership of marketing and communications initiatives — executed directly and through contractors, agencies, and virtual assistants.

The ideal candidate builds systems, leverages technology fluently, anticipates needs before they arise, and ensures both personal and business operations run seamlessly.

Requirements

This is a hybrid leadership role blending:

• Executive-level personal assistant expertise
• Operational oversight and project management
• Marketing and communications management
• Vendor and contractor leadership
• Technology and systems optimization

The individual in this role will manage the CEO’s day-to-day world while also driving forward-facing brand execution — including website management, social platforms, collateral development, presentations, decks, and marketing communications.

The ideal candidate thrives in a fast-paced, high-performance environment and is equally comfortable coordinating travel logistics as they are managing a website update or directing a designer on a new brand deck.

Position Accountabilities

1. Executive & Personal Operations Leadership (50%)

Calendar, Communication & Logistics

• Own and manage the CEO’s fully integrated calendars (business, personal, family).
• Manage multiple inboxes, draft responses, prioritize communications, and flag critical matters.
• Maintain contacts and ongoing communication and connections with core contact lists: outlook and dynamics
• Proactively resolve scheduling conflicts and optimize time allocation.
• Coordinate all travel (business and personal), memberships, affiliations, and related logistics.
• Plan and execute business meetings, professional gatherings, and personal events.

Personal Administration & Confidential Support

• Track expenses, documentation, and budgets related to personal and executive activities.
• Support legal, contractual, and compliance-related administrative matters.
• Maintain strict confidentiality and discretion in all communications.
• Build systems that streamline the CEO’s life and reduce decision fatigue.
• Oversee household vendors, service providers, and personal projects.

2. Communications Management (50%)

Brand & Marketing Leadership

• Update website content, updates, and integrations as needed and directed.
• Manage social media presence and content execution.
• Coordinate development and/or update marketing collateral, pitch decks, presentations, and brand materials.
• Ensure brand consistency across platforms and touchpoints.
• Support CEO with Sales communications, meeting follow ups, appointment setting, and any needed materials

Vendor & Contractor Oversight

• Manage marketing contractors, virtual assistants, designers, developers, and agencies as appropriate.
• Set timelines, hold vendors accountable, and ensure high-quality deliverables.
• Track project progress and maintain documentation across initiatives.
• Support property-related projects, renovations, or business expansions as needed.

Systems & Technology Integration

• Navigate and optimize marketing platforms as directed or needed (website CMS, email systems, CRM, social tools).
• Implement and manage project management software and workflow systems.
• Leverage automation and digital tools to increase efficiency.
• Maintain organized digital file systems and documentation standards.

Core Competencies

• Exceptional organizational and project management skills
• Strong written and verbal communication
• High attention to detail
• Ability to manage multiple complex workstreams simultaneously
• Technology-forward and systems-oriented
• Experience managing vendors, agencies, and contractors
• Discretion, professionalism, and sound judgment
• Proactive problem solver with anticipatory thinking

Ideal Profile

You are calm under pressure, highly resourceful, and deeply organized. You enjoy building order behind the scenes while also contributing to forward-facing brand growth. You are equally comfortable managing a household vendor, overseeing a legal document, directing a website update, or coordinating a professional event.

You think in systems, execute with excellence, and operate with integrity.