Executive Assistant

The Executive Assistant supports the CEO with day-to-day administrative and logistical execution. This role owns the CEO's calendar, inbox, travel, and meeting prep, and handles ad hoc requests quickly and independently. The ideal candidate is highly organized, tech-savvy, and comfortable managing ambiguity without needing detailed direction.

Primary Responsibilities:

Calendar & Communication

• Manage the CEO's calendar, including scheduling, rescheduling, and resolving conflicts.
• Monitor and triage the CEO's inbox, flagging priority items and drafting outreach to clients in the CEO’s voice as appropriate.
• Manage scheduling tools (SavvyCal, Outlook) and keep them running smoothly.
• Track time zones and coordinate meeting logistics across internal and external parties.

Meeting Support

• Prepare agendas, materials, and briefing notes ahead of meetings.
• Take notes during meetings when requested and distribute follow-up action items.
• Track outstanding action items through to completion.

Travel & Logistics

• Book and manage all executive travel, including flights, hotels, and itineraries.
• Handle changes and disruptions in real time.
• Coordinate personal logistics and errands for the CEO as needed.

Ad Hoc & Administrative Support

• Execute ad hoc requests independently, using judgment to fill in gaps when instructions are incomplete and ask clarifying questions as appropriate.
• Support the sales team with scheduling and data entry as appropriate
• Process expense reports and reimbursements.
• Maintain organized digital files and records.
• Proofread documents, presentations, and correspondence for accuracy.
• Handle confidential information with discretion.
• Perform other duties as assigned.

Knowledge, Skills and Abilities:

• Strong written and verbal communication skills
• Exceptional emotional intelligence with a high level of professional discretion
• Strong data management, reporting, and analytical skills
• Skilled in vendor communication
• Proactive problem-solver with the ability to anticipate needs
• Highly organized, detail-oriented, and able to manage multiple priorities
• Adaptable and effective in a fast-paced, changing environment
• Trusted relationship builder across internal and external stakeholders
• Thrives in a dynamic, high-trust environment
• Proven ability to manage executive priorities and coordinate across multiple departments
• Quick to learn and master new systems, tools, and software

Minimum Qualifications:

• Minimum of three (3) years of experience supporting a C-suite executive, preferably a CEO or Managing Director
• Advanced proficiency in Microsoft Office, with particular emphasis on Excel
• Experience using Salesforce or other CRM platforms (preferred)
• Experience using Asana or other project management tools (preferred)
• Demonstrated experience vendor management

Competencies:

• Accountability
• Adaptability
• Client Orientation
• Communication
• Emotional Intelligence
• Grit

Expected salary range is $80,000 to $95,000.