Executive Assistant to CEO

Senior Executive Support – Executive Assistant (Exempt) (EA)

Position Summary

The EA primary responsibility is to protect and optimize the CEO’s time, enabling fewer interruptions, higher focus, and greater organizational impact. This role functions as a strategic partner to the CEO, not merely administrative support. The Executive Assistant operates proactively; exercises sound judgment and manages critical workflows with minimal supervision.

The employee is paid on a salary basis and is expected to exercise judgment and discretion in performing job duties that directly support executive role.

Responsibilities include (but are not limited to) managing executive priorities, independently coordinating and optimizing workflows, exercising discretion in handling confidential and strategic matters.

What This Role Is

• A force multiplier for the CEO, extending capacity and effectiveness.
• A filter and gatekeeper for information, requests, and priorities.
• Proactive, anticipatory, and solutions oriented.
• Comfortable operating independently and making informed decisions.

Responsible for managing high-volume document quality control (QC) processes to ensure all business materials meet established standards for accuracy, formatting, compliance, and professional presentation.

Ensure all documents adhere to standardized formatting, branding, and organizational guidelines

Identify, correct, and escalate errors related to content, structure, or compliance

Maintain and update document templates, style guides, and QC checklists

Coordinate with internal teams to improve document quality and workflow efficiency

Track and report QC metrics, including error rates and turnaround times

Support implementation of process improvements and automation tools for document review

Qualifications

• Bachelor’s degree: Business Administration, Operations Management, or related discipline.
• Strong attention to detail and organizational skills
• Ability to manage high-volume workloads under tight deadlines
• Strong written communication and editing skills
• Proven leadership experience in fast-paced environments.
• Strong decision-making, problem-solving, and project oversight skills.
• Experience managing teams and driving efficiency.
• Proven ability to work in close partnership with executive teams (office manager, Operations etc.) while maintaining discretion.
• Effective at building internal and external relationships.
• Excellent written and verbal communication.
• Highly organized, detail-oriented, and analytical.
• Able to multitask, prioritize, and adapt quickly to new technology under pressure.

* Please note that there will be a skills assessment given for this interview process. *

Skills:

• High attention to detail and ability to thrive in a fast-paced environment.
• Strong communication, writing, and public relations skills.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, OneDrive, PowerPoint) and cloud-based tools such as Dropbox, Docusign, and Adobe.
• Proficient in Monday.com.
• Working knowledge in Canva.

Experience:

• Monday.com: 1 year (Required)
• Support of C-suite executive (CEO, COO, CFO) years: 4 years (Required)
• Finance or Construction industry (preferred)

Core Purpose of the Role

• Protect the CEO’s time by reducing unnecessary interruptions and distractions.
• Ensure the CEO’s attention is consistently aligned with the company’s highest priorities.
• Act as a trusted filter, gatekeeper, and force multiplier for executive effectiveness.

What This Role Is Not

• Task-only or reactive administrative support.
• A position requiring constant direction or oversight.
• Limited to scheduling or clerical responsibilities.

Definition of Success

The EA is succeeding when:

• The CEO experiences fewer interruptions and greater ability to focus.
• Priorities are anticipated and managed before becoming urgent.
• Issues and problems are addressed accurately and on time.
• Communication is fast, clear, and aligned across internal and external stakeholders.

First Week Expectations

Within the initial weeks, the Executive Assistant is expected to:

• Draft and edit communications on behalf of the CEO.
• Provide a concise daily priority brief highlighting key meetings, decisions, and risks.
• Filter requests, noise, and low-value interruptions.
• Operate with minimal supervision while maintaining high standards of judgment and confidentiality.
• Manage the CEO’s calendar and inbox, handling a high daily volume of communications (200 emails per day) with accuracy and discretion.

Job Type: Full-time (Exempt)

Salary: $85K-$90K DOE

Benefits:

• Health insurance
• Paid time off
• Holiday Pay
• Dental insurance
• Vision insurance

Expected Work Hours: 40-50 Hour/Week/Weekend availability - Monday evening meetings every week and every Saturday morning virtual meetings with follow-up after.

A background check is required.

Work Location: In person

Ability to Commute:

• Tampa - Lutz, FL 33548 (Required)