Executive Assistant to the CEO

Position Summary

This Executive Assistant position provides high-level administrative, operational, strategic, and personal support to the CEO, assuring a focus on growth and high-value strategy. This role serves as the primary trusted partner and gatekeeper, managing complex schedules, triaging communications, and executing critical daily tasks while acting as a liaison between the CEO, the leadership team, staff, and external partners. The ideal candidate is a highly organized, discreet, and resourceful professional who thrives in a fast-paced environment, anticipates needs before they arise, and acts proactively.

Essential Duties and Responsibilities

• Manage the CEO's calendar, scheduling and prioritizing meetings, appointments, and travel to align with business priorities, and resolve scheduling conflicts. 
• Serve as the primary point of contact between the CEO and staff, external partners and vendors. Act as a liaison between the executive and internal/external partners.
• Screen and prioritize incoming calls, emails, and requests, exercising sound judgment on what requires the CEO's direct attention, while adhering to the response protocol.
• Prepare, edit, and proofread correspondence, reports, presentations, and other materials on behalf of the CEO with confidentiality.
• Collaborate with leadership team to plan and coordinate staff retreats (twice annually), executive leadership meetings, and meetings with direct reports, in addition to meetings with community leaders; coordination effort includes logistics, materials, and post-meeting minutes and/or action plans.
• Track leadership team action items and follow up with department leads to ensure deadlines and commitments are met.
• Handle confidential and sensitive information (financial, personnel, legal, and strategic) with the utmost discretion.
• Process expense reports, invoices, and other administrative transactions related to the CEO's office.
• Support special projects and cross-functional initiatives at the direction of the CEO and, at times, in collaboration with other leaders.
• Represent the CEO's office professionally in interactions with employees, customers, and community or industry contacts.
• All other duties deemed necessary to perform this role with excellence in support of the executive office function.

Qualifications: Skills, Abilities, and Knowledge

Required Skills and Abilities

• Exceptional organizational skills with the proven ability to manage multiple priorities, deadlines, and shifting demands simultaneously. Experience developing internal processes and filing systems.
• Exceptional written and verbal communication skills with the ability to draft clear, professional correspondence and represent the CEO's voice accurately.
• Sound judgment and discretion in handling confidential business, financial, and personnel information.
• High social intelligence to manage diverse stakeholders displayed in strong interpersonal skills and the ability to build trust and rapport with a diverse set of personalities.
• High degree of professionalism, poise, and composure under pressure or in high-visibility situations.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar/travel management tools. Proficiency in ADP software and collaborative work management software desired. 
• Strong problem-solving skills and the ability to anticipate needs and act proactively without close supervision.
• Ability to work independently, exercise initiative, and make sound decisions in the CEO's absence within established boundaries.
• Excellent time-management skills and meticulous attention to detail and accuracy.
• Proactive problem-solving abilities, high integrity, and a willingness to anticipate needs before they arise
• Flexibility and adaptability to accommodate a dynamic executive schedule, including occasional evenings or early mornings as needed.

Required Knowledge

• Working knowledge of general business operations of an executive office.
• Understanding of standard office management and administrative procedures, including records management and electronic filing systems.
• Familiarity with basic budgeting, expense reporting, and purchasing processes.
• Knowledge of professional business etiquette and protocol for interacting with employees, external partners and vendors.
• Awareness of confidentiality standards and applicable data privacy practices in a business environment.

Education and Experience

• Associate's degree in business administration, communications, or a related field preferred; equivalent professional experience will be considered in lieu of a degree.
• Minimum of 3 years of experience as an executive assistant, senior administrative assistant, or similar role supporting C-suite or senior leadership, preferably within a mid-size company.

Physical and Work Environment

This position requires an in-office presence and is not remote, primarily performed in a standard office environment. The role may occasionally require extended hours, early mornings, or evening availability to support the CEO's schedule and time-sensitive business needs.

Benefits

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• 401(k) matching
• Employee discount