Executive Assistant to CEO

KSL Capital Partners•Denver, CO

About The Position

A highly regarded, fast-paced investment firm is seeking an exceptional Executive Assistant to support the CEO in close partnership with their Chief of Staff. This role requires a proactive, highly resourceful professional who thrives in a dynamic environment and operates with the highest level of discretion, judgment, and ownership. The ideal candidate is not only an expert in calendar and travel management, but also a strategic partner and self-starter who anticipates needs, solves problems independently, and ensures every aspect of the executive’s professional and personal operations runs seamlessly. This individual will work in lockstep with the Chief of Staff to drive coordination, execution, and prioritization across a broad range of responsibilities. This individual brings a solutions-oriented mindset and operates with precision, discretion, and a commitment to excellence.

Requirements

8–10+ years of experience supporting C-suite executives in a fast-paced, global environment.
Demonstrated ability to operate effectively in partnership with the Chief of Staff.
Proven expertise in complex calendar management across multiple time zones.
Extensive experience managing detailed domestic and international travel, including private aviation logistics.
Exceptional organizational skills with meticulous attention to detail and ability to manage competing priorities.
Self-starter with a high degree of ownership; able to anticipate needs, solve problems independently, and execute without constant direction.
Highly resourceful, adaptable, and calm under pressure.
Strong communication skills, both written and verbal, with the ability to engage effectively at all levels.
High degree of discretion, professionalism, and integrity in handling confidential information.
Advanced proficiency in Microsoft Office and relevant tools (e.g., AI, Concur, Smartsheet, Box and other document management systems).
Flexibility to operate outside standard business hours as needed.

Responsibilities

Oversee comprehensive domestic and international travel arrangements, including flights, accommodations, ground transportation, and detailed itineraries.
Collaborate with the Chief of Staff on complex travel periods (e.g., roadshows, multi-city itineraries) to ensure seamless coordination of logistics, materials, and scheduling.
Manage relationships with travel vendors, including charter services, NetJets, and preferred hotel partners.
Ensure all travel documentation is secured and up to date, including visas and emergency travel services.
Proactively anticipate needs and troubleshoot disruptions in real time, demonstrating resourcefulness and independent problem-solving.
Oversee aircraft logistics, including crew coordination, onboard requirements, and vendor relationships.
Accounting, fund allocation, tax disallowance coordination with firm’s tax advisor, as well as personal allocation.
Proactively manage an extremely dynamic and intricate calendar across multiple time zones, ensuring optimal prioritization of meetings, travel, and internal/external commitments both professional and personal.
Partner closely with the Chief of Staff to align scheduling with evolving priorities, strategic initiatives, and executive bandwidth.
Coordinate seamlessly with internal stakeholders, external partners, and other executive assistants to maintain alignment across all scheduling touchpoints.
Anticipate scheduling needs in advance, enabling smooth transitions between meetings, travel, and events without requiring executive involvement in logistics.
Resolve conflicts independently and with sound judgment, ensuring the most effective use of the executive’s time.
Maintain and track multiple calendar systems and tools, ensuring accuracy and real-time updates.
Provide high-touch support across personal logistics, including family and friend travel, appointments, memberships, and reservations.
Manage ongoing tracking systems (e.g., medical, insurance, and personal records) with precision and confidentiality.
Coordinate personal assets and services alongside property managers, demonstrating discretion and strong attention to detail.
Anticipate needs across both professional and personal domains, ensuring seamless day-to-day operations.
Serve as a primary point of contact for internal and external stakeholders, in coordination with the Chief of Staff, always exercising professionalism and discretion.
Prepare high-quality reports, correspondence.
Conduct research and compile information in support of strategic initiatives, demonstrating initiative and intellectual curiosity.
Manage expenses, including corporate credit card reconciliation and coordination with finance team.
Take ownership of special projects, operating as a self-starter who can move work forward with minimal direction.
Maintain executive records, including bios, headshots, contact databases, and key documents.
Coordinate document execution processes (e.g., DocuSign) in partnership with legal and internal teams.
Maintain highly organized systems for both digital and physical records, ensuring information is easily accessible and up to date.
Oversee contact management with strong attention to detail, including tracking personal and professional relationships.
Manage subscriptions, memberships, and renewals, ensuring continuity and accuracy.
Coordinate internal processes such as expense systems, travel tracking, and reporting, PE/IR contact tracker by region.
Support firm initiatives and internal coordination efforts in partnership with the Chief of Staff.
Partner with IT to manage and maintain technology platforms and equipment, ensuring systems remain updated, efficient, and aligned with executive’s needs
Coordinate holiday cards, gifting programs, and other special occasions with meticulous attention and consistency.
Manage distribution lists, track responses, and ensure thoughtful, accurate execution.
Support event coordination and relationship management efforts across both professional and personal networks.
Manage and track internal programs and distributions using tools such as Smartsheet.
Partner with the Chief of Staff and internal teams to ensure accurate execution, reporting, and follow-through.
Build and maintain strong relationships with key stakeholders across business and personal networks.
Manage firm’s professional sports subscriptions and game allocations.