Job Description

As the Executive Assistant to the CEO, you will play a pivotal role in supporting our CEO's daily activities and ensuring their efficiency and productivity both professionally and personally. You will serve as the primary point of contact (both business and personal), managing communication, scheduling, and logistics to enable the CEO to focus on strategic initiatives. Exceptional organizational skills, attention to detail, urgency, discretion, and a proactive approach will be critical in facilitating seamless operations and administrative support at the highest level of the organization. This role will cover an overlapping maternity leave of executive support team members for the CEO with an opportunity to convert to full-time.

Responsibilities

• Manage and lead the coordination of the CEO's schedule: Coordinate meetings, appointments, and travel arrangements.
• Provide Personal Assistant support to the CEO; assist with family travel, organize personal events, coordination, & support of personal philanthropic needs, etc.
• Communicate daily in-person or by phone/text/email with the CEO to provide updates and reminders of upcoming meetings or changes. Confirm completed tasks in real-time to the CEO with prompt responses and updates upon request.
• Screen and prioritize emails, phone calls, and other correspondence for the CEO. Respond on behalf of the CEO or intervene to keep items moving forward. Email reviewing and responding is a priority, especially when the CEO is traveling.
• Manage all administrative tasks for the CEO, such as expense reports, sponsorships, payment portals, membership renewals, and other tasks upon request.
• Manage, execute, and oversee the to-do list, personal projects, passion projects, and philanthropic initiatives on behalf of the CEO.
• Organize and schedule internal/external meetings, send reminders, prepare materials & distribute to all parties in advance. Attend meetings, take minutes, draft agendas, & assign action/follow-up items.
• Handle confidential information with discretion and professionalism.
• Assist with special projects, research, and initiatives as assigned by the CEO.
• Manage vendor payments and purchases on behalf of the CEO working with his Finance Manager.
• Work with the EA of the President and EA of the COO as a team to support the overall executive team for planning and communication. Provide coverage for EA’s as needed.
• Provide administrative support to the broader executive team upon request.

Qualifications

• 3+ years of experience in an Administrative or Executive Assistant, Business Administrative support role.
• Bachelor’s Degree preferred.
• Experience booking travel, handling high-volume administrative tasks, and juggling several priorities.
• Proactive and self-motivated. Ability to work independently.
• Ability to thrive in a fast-paced, high-pressure environment.
• Ability to lead and handle tasks without direct authority and oversight.
• Experience in high-level executive support or project management.
• Proven ability to work closely with senior leaders.
• Detail-oriented with excellent organizational skills.
• On-site Monday – Thursday (8:30 AM – 5:30 PM)
• Must be able to be onsite on Fridays pending the CEO’s schedule and onsite meetings.
• Flexibility and WFH Fridays are provided as schedule(s) allow.
• The summer schedule is to provide additional WFH Mondays between Memorial Day and Labor Day with more consistent WFH Friday opportunities.
• Available occasional evenings and weekends for business or personal needs, especially when the CEO is traveling. Company-issued cell phone provided.

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