Job Overview

The Executive Assistant (EA) to the CEO provides high-level administrative, communication, and personal support to ensure the CEO operates effectively and efficiently in achieving the company’s strategic goals. This position manages executive scheduling, correspondence, travel, and project coordination, while maintaining strict confidentiality and professionalism.

The EA serves as the primary point of contact for internal and external scheduling, communications, and logistical support related to the CEO’s office. In addition to traditional executive support functions, this role assists in the development of speeches, presentations, and other communication materials that represent the CEO’s voice and the company’s brand.

Essential Duties and Responsibilities

Executive Support

Manage the CEO’s complex and dynamic calendar, including professional and limited personal appointments.
Coordinate internal and external meetings, travel arrangements, and event logistics.
Anticipate scheduling conflicts and proactively adjust to accommodate shifting priorities.
Prepare agendas, briefing materials, and follow-up actions for CEO meetings.
Handle correspondence, emails, and requests on behalf of the CEO with professionalism and tact.
Maintain task lists and monitor progress on executive and company-level initiatives.
Prepare, edit, and format reports, presentations, and internal communications as requested.

Executive Communications & Presentations

Draft and edit speeches, remarks, talking points, and presentation materials for internal and external events, conferences, or client meetings.
Collaborate with the CEO to shape messaging that aligns with the company’s mission, culture, and tone.
Design and refine PowerPoint or Google Slide presentations, ensuring clarity, professionalism, and visual consistency.
Coordinate with other departments to gather data, metrics, and visuals for executive reports and public presentations.
Maintain a library of key presentation templates, executive bios, and standard messaging for consistent use.

Administrative Operations

Organize and maintain executive files and documentation (digital and physical).
Process and track CEO expense reports, reimbursements, and credit card reconciliations.
Coordinate executive travel itineraries, accommodations, and logistics.
Support the preparation and follow-up for executive and leadership meetings.
Ensure seamless coordination with other executive team members and departments.

Personal Assistance

Schedule and coordinate the CEO’s personal appointments and commitments as requested.
Provide logistical support for family or personal travel arrangements as needed.
Handle confidential personal matters discreetly and efficiently.

Cross-Functional Coordination

Partner with the Executive Director of Customer Experience (Corporate Secretary) to ensure alignment between CEO priorities, Board-related communications, and executive-level initiatives.
Support internal communication efforts between the CEO and the broader leadership team.
Assist in organizing company events, retreats, and milestone meetings.

Requirements

The requirements are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Minimum of 5 years of experience providing executive-level administrative support, preferably to a CEO or senior executive.
Demonstrated experience drafting or editing executive correspondence, presentations, or talking points.
Exceptional organizational, time management, and follow-up skills.
Proven ability to maintain discretion and confidentiality.
Strong written and verbal communication abilities.
Proficiency with Microsoft Office Suite, Google Workspace, and presentation software (e.g., PowerPoint, Google Slides, Canva).
Demonstrated ability to anticipate needs and take initiative in problem-solving.

Preferred

Experience supporting a senior executive within a growing, multi-division, or employee-owned organization.
Familiarity with EOS/Traction or similar organizational operating systems.
Bachelor’s degree or equivalent combination of education and experience.

Key Competencies

Proactive Anticipation: Identifies what the CEO needs before being asked.
Discretion & Integrity: Handles confidential information with absolute professionalism.
Executive Communication: Translates ideas and concepts into clear, compelling messaging.
Operational Excellence: Maintains order and consistency amidst shifting priorities.
Relationship Management: Communicates effectively across all levels of the organization.
Adaptability: Remains calm and effective in fast-paced, evolving situations.
Service Orientation: Dedicated to supporting the CEO’s effectiveness and organizational success.

Physical Demands

The physical demands are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to sit, use hands to manipulate computers, file, reach with arms and grasp with hands. The employee is occasionally required to stand, operate a motor vehicle, walk, and bend. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this job include close vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee is occasionally exposed to a moderate noise level. Employees may also be exposed to unpleasant smells and hazards such as chemicals and fumes.

Pay: $80,000.00 per year

Benefits

401(k)
Dental insurance
Health insurance
Paid time off
Vision insurance

Education

Bachelor's (Preferred)

Experience

executive-level administrative support, preferably to a CEO: 5 years (Required)

Work Location: In person

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Executive Assistant to the CEO