What are the responsibilities and job description for the Executive Assistant to the CEO/Office Manager position at The GRA Group?
Executive Assistant to CEO / Office Manager
The GRA Group is a boutique incentive travel company designing luxury group programs, executive retreats, and VIP experiences worldwide. We are seeking a highly organized, proactive, and detail-driven Executive Assistant to support the CEO while also overseeing day-to-day office operations. This is a high-trust, high-responsibility role for someone who thrives in a fast-paced, entrepreneurial environment. Travel coordination and inbox management are major components of this role, along with operational oversight of the office.
Executive Support
- Manage CEO calendar, scheduling, and shifting priorities
- Coordinate meetings across time zones
- Prepare materials for conferences, site inspections, and client meetings
- Track deadlines, contracts, and key deliverables
- Serve as a strategic right hand to the CEO
Email & Communication Oversight
- Review and triage high-volume inbox communications
- Prioritize urgent matters and escalate when appropriate
- Draft professional responses on behalf of the CEO
- Monitor client and hotel correspondence for deadlines and follow-up
- Maintain organized digital systems to ensure nothing is missed
- Strong judgment, discretion, and polished writing skills are essential
CEO Travel Coordination
- Work with our air specialist to coordinate the CEO's domestic and international travel for conferences, site inspections, FAM trips, client meetings, and personal travel
- Coordinate flights, hotels, transfers, and ground transportation
- Manage airline credits, loyalty programs, and upgrades
- Prepare detailed itineraries with confirmations
- Monitor travel disruptions and proactively adjust plans
- Manage event registrations and travel-related deadlines
Office Management Responsibilities
- Oversee daily office operations and organization
- Maintain office and order supplies as needed
- Support team scheduling and coordination
- Help create structure in a growing, entrepreneurial business
Qualifications
- 3 years experience supporting an executive
- Strong experience booking complex domestic and international travel
- Experience managing office operations
- Exceptional organizational skills and attention to detail
- Ability to manage multiple priorities calmly
- Highly discreet and trustworthy
- Strong written and verbal communication skills
- Tech-savvy and comfortable working in a digital environment
The Ideal Candidate
- Anticipates needs before they arise
- Thinks two steps ahead
- Creates order out of complexity
- Is calm, composed, and solution-oriented
- Takes pride in precision and follow-through
This is not a routine administrative role. It is a strategic support position within a travel-intensive business. The right candidate will be an operational partner who helps keep both the CEO and the office running seamlessly.
Job Types: Part-time, Contract
Pay: From $20.00 per hour
Benefits:
- Flexible schedule
Work Location: Hybrid remote in Rocky River, OH 44116
Salary : $20