What are the responsibilities and job description for the Executive Assistant to VP position at cyberThink, Inc.?
Executive Assistant to VP
Location: Chandler, AZ, 85226- Onsite (5 days Onsite/Week)
Full Time
Job Summary:
Role Overview:
We are seeking a highly experienced Executive Assistant to support the CEO in driving organizational effectiveness. This is a senior, high-impact role focused on meeting discipline, execution tracking, and priority management.
The position goes beyond traditional administrative support. The selected candidate will act as a central coordination and accountability partner to the CEO, ensuring that discussions translate into decisions and decisions translate into execution.
Key Responsibilities:
- Meeting Management & Minutes
- Attend key internal and external meetings with the CEO
- Capture structured, decision-oriented minutes (not transcripts)
- Clearly document decisions, action items, ownership, and timelines
- Circulate meeting minutes within defined timelines
- Execution Tracking & Follow-Up
- Maintain a centralized tracker of CEO-level priorities and commitments
- Monitor progress across functions and ensure timely follow-through
- Proactively follow up with stakeholders on pending actions
- Escalate delays or risks with clear context
- Calendar & Priority Management
- Manage CEO calendar with a focus on prioritization and efficiency
- Ensure meetings are purposeful, structured, and aligned with business priorities
- Coordinate across teams to optimize scheduling and reduce inefficiencies
- Meeting Preparation
- Prepare agendas, briefing notes, and background materials for meetings
- Ensure clarity on objectives and expected outcomes before meetings take place
- Cross-Functional Coordination
- Work closely with leadership and cross-functional teams
- Act as a coordination point to ensure alignment on timelines and deliverables
- Process Improvement
- Identify gaps in execution, communication, and meeting effectiveness
- Recommend and implement improvements to enhance organizational efficiency
Experience & Qualifications:
Required:
- 5-7 years of total professional experience
- Minimum 3-4 years supporting CEO / CXO / senior executives
- Proven ability to operate in fast-paced, high-accountability environments
- Strong organizational and multitasking skills
Preferred:
- Experience in operations-driven industries (e.g., manufacturing, pharma, healthcare)
- Exposure to growing or scaling organizations
- Familiarity with Microsoft Office Suite and collaboration tools
Key Skills:
- Strong written and verbal communication
- Ability to synthesize complex discussions into clear outputs
- High attention to detail
- Proactive follow-up and execution discipline
- Ability to manage multiple stakeholders effectively
Behavioral Attributes:
- High ownership and accountability
- Proactive and solution-oriented
- Comfortable working with senior leadership
- Ability to maintain confidentiality and discretion
Success Criteria:
- Meetings consistently result in clear, actionable outputs
- Improved visibility and tracking of key priorities
- Reduction in missed deadlines and follow-ups
- Enhanced overall efficiency in CEO s schedule and workflow
Compensation:
Competitive and commensurate with experience