Executive Assistant, CEO

Fullsight • Warrendale, PA

1d • Hybrid

About The Position

The Executive Assistant to the Chief Executive Officer provides high-level strategic administrative support that enables the CEO to lead effectively and advance SAE International's mission. This role is responsible for managing executive communications, coordinating board activities, and supporting day-to-day operations with exceptional judgment, discretion, and professionalism. Serving as a key liaison between the CEO, senior leadership, board members, and external stakeholders, the Executive Assistant demonstrates agility, diplomacy, and skilled problem-solving in a dynamic environment. This position has a direct impact on organizational efficiency and the successful execution of strategic priorities, and includes mentorship responsibilities for executive assistants across the organization.

Requirements

• Associate's degree required, or an equivalent combination of education and relevant professional experience
• A minimum of 8 years of experience providing direct administrative support to C-suite executives in a dynamic, high-responsibility environment
• Exceptional organizational, problem-solving, and multitasking abilities with strong attention to detail and the capacity to manage competing priorities effectively
• Excellent verbal and written communication skills, with the ability to interact effectively and professionally at all levels of the organization
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools such as Zoom, Microsoft Teams, and project management platforms
• Proven ability to manage confidential and sensitive information with discretion and professionalism at all times
• Strong interpersonal skills with the ability to build and maintain collaborative relationships across diverse stakeholders, including board members, executives, and external partners
• A high level of initiative, adaptability, and the demonstrated ability to work independently while supporting the CEO's dynamic and evolving priorities

Nice To Haves

• Bachelor's degree is preferred
• Experience coordinating board meetings, a working understanding of general governance processes, and a background in supporting governance-related activities is a plus
• Demonstrated experience working in a nonprofit, professional association, or standards development organization is beneficial
• Familiarity with executive-level strategic planning processes and organizational governance frameworks is preferred
• Experience supporting organizational events, conferences, or large-scale stakeholder engagements is a plus

Responsibilities

• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO, managing correspondence, inquiries, and high-level communications with discretion and professionalism
• Strategically manage the CEO's calendar by scheduling meetings, prioritizing engagements, and proactively identifying potential conflicts to optimize the executive's time and effectiveness
• Coordinate Executive Leadership Team meetings, including developing agendas, preparing and distributing documents, recording minutes, and tracking follow-up on action items
• Facilitate executive-level meetings such as leadership team sessions, off-site retreats, and strategic planning discussions by managing logistics, materials, and technology support
• Plan and coordinate domestic and international travel arrangements, including building detailed itineraries, managing visa applications, arranging transportation, and securing accommodations
• Organize, edit, and proofread executive communications, speeches, presentations, and reports to ensure clarity, accuracy, and alignment with SAE International's strategic objectives
• Safeguard sensitive and confidential information by exercising the highest level of discretion and sound judgment in all interactions and document handling
• Cultivate and manage relationships with key external partners, stakeholders, and board members to support strategic initiatives and advance organizational goals
• Oversee budget management for the executive office, including processing expenses, tracking expenditures, and ensuring compliance with established financial policies and procedures
• Support key governance functions and act as a partner and backup to governance personnel as needed, ensuring continuity of critical board and organizational processes
• Collaborate with executive assistants across the organization to ensure alignment and coordination of priorities, initiatives, and cross-functional activities
• Provide mentorship and lead best practices across executive assistants for the enterprise
• Lead or contribute to special projects and initiatives as assigned by the CEO, applying effective project coordination skills to deliver results on time and within scope

Benefits

• Fullsight provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree