Executive Assistant

Position Summary

The Executive Assistant to the CEO and President serves as a trusted strategic partner, providing high-level administrative, operational, and organizational support to the organization's senior leadership. This role requires exceptional judgment, discretion, attention to detail, and the ability to anticipate executive needs while managing multiple priorities in a fast-paced environment. The Executive Assistant acts as a key liaison between executives, internal teams, board members, clients, and external stakeholders, ensuring seamless communication and efficient executive operations.

Key Responsibilities

Executive Support

• Manage complex executive calendars, prioritizing appointments, meetings, and travel.
• Coordinate domestic and international travel arrangements, including itineraries, accommodations, transportation, and expense reporting.
• Prepare executives for meetings by compiling agendas, briefing materials, presentations, and supporting documentation.
• Screen and prioritize incoming communications, ensuring timely responses and follow-up.
• Draft, edit, and proofread correspondence, reports, presentations, and executive communications.

Meeting & Project Management

• Coordinate executive leadership meetings, board meetings, and strategic planning sessions.
• Prepare meeting agendas, record minutes, track action items, and ensure timely completion of follow-up tasks.
• Monitor strategic initiatives and executive priorities, providing reminders and status updates.
• Assist with special projects and cross-functional initiatives as assigned by the CEO and President.

Relationship Management

• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO and President.
• Build strong working relationships across departments while maintaining professionalism and confidentiality.
• Coordinate communications with customers, vendors, business partners, investors, and board members.

Administrative Operations

• Manage confidential files, records, contracts, and executive documents.
• Process expense reports, invoices, and executive reimbursements.
• Coordinate logistics for company events, leadership retreats, and executive off-site meetings.
• Maintain office systems and administrative processes that improve executive efficiency.

Strategic Partnership

• Anticipate executive needs and proactively resolve scheduling or operational conflicts.
• Identify opportunities to improve workflows and administrative processes.
• Exercise sound judgment in handling sensitive information and confidential matters.
• Support organizational priorities while maintaining flexibility in a dynamic business environment.

Qualifications

• Bachelor's degree preferred or equivalent combination of education and experience.
• 3 years of executive administrative experience supporting C-level executives.
• Experience supporting multiple senior executives simultaneously is strongly preferred.
• Exceptional organizational, time management, and prioritization skills.
• Outstanding verbal and written communication skills.
• High level of professionalism, integrity, and discretion with confidential information.
• Strong problem-solving skills and ability to work independently.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and collaboration platforms such as Microsoft Teams, Zoom, and SharePoint.
• Experience with calendar management, expense reporting, and project management software is preferred.

Core Competencies

• Executive presence and professionalism
• Strategic thinking and anticipation
• Organization and attention to detail
• Confidentiality and sound judgment
• Adaptability and flexibility
• Strong interpersonal and relationship-building skills
• Initiative and proactive problem solving
• Effective communication
• Time management and prioritization
• Customer service mindset

Success Factors

• The ideal candidate is a highly organized, resourceful professional who thrives in a fast-paced environment. They possess exceptional attention to detail, anticipate needs before they arise, maintain absolute confidentiality, and consistently demonstrate sound judgment. This individual is capable of balancing competing priorities while fostering positive relationships across all levels of the organization and enabling the CEO and President to focus on strategic leadership and business growth.