Executive Assistant to CEO

Vortex Optics•Barneveld, WI

1d•Onsite

About The Position

This role is for an Executive Assistant to the CEO of Vortex. The ideal candidate is someone who finds satisfaction in helping others perform at their best, is naturally organized, detail-oriented, and enjoys bringing order to complexity. The position involves managing the CEO's calendar, coordinating travel, preparing meetings, capturing notes, managing follow-up, and organizing projects and priorities. As trust grows, the role will expand to include making recommendations on how the CEO's time is invested, helping create space for strategic thinking, and anticipating needs. The goal is to create capacity that allows the leadership team to move faster, employees to be better supported, customers to be better served, and Vortex to continue creating rare experiences.

Requirements

+5 years supporting senior executives, business leaders, or owners.
Exceptional written and verbal communication skills.
Strong organizational, planning, and project management abilities.
High proficiency with Microsoft Office and the ability to quickly learn new technology and AI tools.
Experience coordinating executive travel, meetings, and communications.
Ability to manage multiple priorities while maintaining exceptional attention to detail.
Authorized to work full-time in the United States.

Nice To Haves

Naturally organize your own life and enjoy helping other people stay organized.
People describe you as someone who "just gets it."
Notice patterns, anticipate needs, and often solve problems before anyone asks.
Communicate with context before details.
Enjoy learning technology and AI.
Warm, humble, confident, discreet, proactive, and love helping others succeed.

Responsibilities

Manage and optimize the CEO's calendar, coordinate travel, and build annual/quarterly/monthly/weekly rhythms.
Protect strategic thinking time and recommend improvements to time management.
Act as a gatekeeper to protect the CEO’s time and attention by redirecting non-essential requests.
Prepare agendas and materials for meetings, capture notes, and track follow-up items.
Organize information and prepare the CEO for key conversations.
Organize projects, priorities, files, and office systems.
Maintain the executive office and manage confidential information.
Improve systems and workflows.
Build trusted relationships with employees, board members, customers, and guests.
Coordinate employee, board, customer, and guest interactions.
Act as an extension of leadership while representing the CEO.
Help create rare experiences.
Recognize patterns to improve planning and communication.
Leverage AI and technology.
Lead strategic projects.