Executive Assistant

Location: Washington, D.C. (In-Office Role)

Position Overview:

We are seeking an experienced, highly organized Executive Assistant to provide comprehensive support to our Chief Executive Officer (CEO). This essential role manages a complex calendar across multiple time zones, coordinates global travel, prepares high-quality communications and presentations, and serves as a key liaison with internal and external stakeholders.

Based in our Washington, D.C. office, this position provides broad administrative support, including expense reporting, document preparation, correspondence management, and meeting logistics (templates, material preparation, coordination). The Executive Assistant will be a trusted partner, detail-driven organizer, and the center of company-wide communications—someone who anticipates needs, manages complex schedules, and serves as a consistent force for clarity and organization in a fast-paced environment.

Key Responsibilities:

Calendar & Scheduling Management

• Proactively manage and optimize the CEO’s calendar, scheduling meetings across multiple time zones with careful attention to priorities, deadlines, and stakeholder needs.
• Attend meetings with the Company’s senior leadership team and document notes and follow-up actions.
• Plan, book, and manage all aspects of domestic and international travel; prepare detailed itineraries; process and submit expense reports accurately and promptly.
• Organize leadership meetings and events, including coordinating logistics, compiling meeting packets, assembling agendas, recording minutes, and serving as the point of contact to ensure AV/technology needs are met; coordinate catering and related services.
• Manage shared Senior Leadership Team calendar; leave, global holidays, events and meetings.

Communication & Correspondence

• Build strong working relationships across departments to ensure alignment and collaboration on company priorities.
• Screen incoming calls, emails, and inquiries; prioritize requests; protect the CEO’s time and focus.
• Draft, proofread, and format memos, emails, letters, and other communications on behalf of the CEO, ensuring alignment with company voice, branding, and global language standards.
• Create polished, professional PowerPoint presentations that uphold brand standards and effectively communicate key messages to diverse audiences.
• Serve as the primary point of contact between the CEO and internal/external stakeholders; facilitate timely communication and follow-up across departments and functions.
• Handle sensitive and confidential information with the highest level of professionalism, sound judgment, and discretion.
• Prepare and distribute meeting agendas and materials; take notes and track follow-up actions as needed.

Records Management & Data Analysis

• Utilize Excel (including pivot tables, VLOOKUP, and other advanced functions) to analyze and interpret data for reports and presentations.
• Develop shared file system for Senior Leadership Team, centralizing policies, processes, reports, meeting notes and non-confidential resources that promote efficiency.
• Organize and maintain digital filing systems; oversee office supply ordering and inventory; ensure records are accurate, up-to-date, and securely maintained.

Qualifications & Skills

• Proven experience supporting a senior executive, preferably in a global organization.
• Exceptional organizational, time management, and multitasking skills; ability to manage competing priorities in a fast-paced environment.
• Strong written and verbal communication skills; ability to independently draft professional correspondence and materials.
• Advanced proficiency in Microsoft Office Suite, including Excel (pivot tables, VLOOKUP), PowerPoint (presentation development), and Outlook.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and handle sensitive matters with discretion.
• Professional demeanor, positive attitude, and ability to represent the CEO with poise and credibility.
• High attention to detail, accuracy, and follow-through.
• Strong interpersonal skills and a service-oriented approach to collaborating with diverse stakeholders across functions and regions.

Preferred Qualifications

• Bachelor’s degree or equivalent experience.
• Experience in a multinational or matrixed organizational environment.
• Familiarity with Concur.

About us:

CIBT is the leading global provider of immigration and visa services for corporations and individuals with over 1,500 expert immigration and visa professionals, attorneys and qualified migration consultants located in over 60 offices in 25 countries. With thirty years of experience, CIBT is the primary service provider to 75% of Fortune 500 companies.

CIBT offers a comprehensive suite of services under two primary brands: Newland Chase, a wholly owned subsidiary focused on global immigration strategy and advisory services for corporations worldwide and CIBT-visas, the market leader for business and other travel visa services for corporate and individual clients. CIBT-visas is the leading global travel visa service with unrivaled capability to obtain business and other travel visas for corporations and individuals worldwide in a fast, convenient and secure manner.

Equal Opportunity Employer
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