Executive Assistant

Overview

• Serve as the Executive Assistant to the CEO, providing high-level administrative and logistical support in a dynamic organizational environment.
• Manage the CEO’s complex calendar, ensuring strategic prioritization of meetings, events, and correspondence.
• Coordinate Board meetings, including scheduling, material preparation, and follow-up actions for 24 Board members.
• Facilitate cross-functional communication and alignment between the CEO, Board members, and organizational leadership.
• Provide project management oversight for special initiatives led by the CEO, ensuring accountability and timely progress.
• Handle business-related travel arrangements, including itineraries, lodging, and expense reconciliation for the CEO and Board members.
• Support additional administrative needs, including contract processing, document preparation, and meeting coordination.
• Contribute to organizational priorities by proactively anticipating needs, risks, and opportunities.

Key Responsibilities & Duties

• Manage the CEO’s calendar, ensuring efficient scheduling and prioritization of internal and external engagements.
• Coordinate logistics for Board meetings, including scheduling, material preparation, and follow-up actions.
• Facilitate communication between the CEO, Board members, and organizational leadership, ensuring alignment across departments.
• Provide project management oversight for CEO-led initiatives, tracking timelines and ensuring accountability.
• Arrange business-related travel for the CEO and Board members, including itineraries and expense reconciliation.
• Process contracts, amendments, and invoices under the CEO’s purview, ensuring timely documentation.
• Support Executive Team members with administrative and logistical needs as directed by the CEO.
• Maintain discretion and confidentiality in handling sensitive information and competing demands.

Job Requirements

• Bachelor’s Degree and at least 10 years of experience supporting C-suite executives in complex organizations.
• Exceptional interpersonal, organizational, and communication skills for effective interaction with diverse stakeholders.
• Proven ability to manage competing demands, prioritize tasks, and operate with strategic awareness.
• Experience managing Board meetings and providing logistical support for senior leadership.
• High integrity, discretion, and judgment in handling confidential information.
• Ability to work on-site at least four days a week, with flexibility for Board meetings.
• Strong calendar management and project oversight skills, ensuring timely execution of priorities.
• Proficiency in managing travel arrangements and expense reconciliation for executives.