Executive Assistant to CEO
About The Position
The Executive Assistant to the CEO exists for one purpose: to maximize the CEO's time, efficiency, and daily execution. This role owns the calendar, logistics, and administrative infrastructure that keeps the CEO operating at full capacity. It requires someone who is exceptionally organized, exercises strong independent judgment, and communicates with clarity and precision in every direction. This is not a role that operates by waiting to be told what to do. The EA anticipates needs, structures information before it is requested, and makes confident independent calls within defined scope. The CEO should never have to think about logistics, scheduling, or administrative execution. That thinking belongs to this role. The EA works in close coordination with the Chief of Staff. The Chief of Staff shapes what should be on the CEO's calendar. The EA owns executing that calendar flawlessly. The two roles are distinct and must stay that way.
Requirements
- Exceptional organizational ability: the CEO's calendar, logistics, and administrative infrastructure are complex and fast-moving; this role requires someone for whom no detail gets lost
- Strong independent judgment and discernment: the EA makes confident, well-reasoned calls within defined scope without escalating decisions that are theirs to make
- Outstanding verbal and written communication skills: every email, message, and conversation reflects the same high standard; this role communicates on behalf of the CEO and that standard is non-negotiable
- High discretion and confidentiality: this role operates at the center of sensitive information and is expected to handle all of it with absolute professionalism
- Ability to work at pace without sacrificing accuracy: fast-moving environments are the norm, not the exception
- Active AI fluency: demonstrated current use of AI tools to produce better work faster, with genuine curiosity about what is possible and a track record of applying it
- Proactive anticipation: sees what is coming before it arrives and has already addressed it
Responsibilities
- Own the CEO's calendar end-to-end: schedule, protect, and sequence the CEO's time based on defined priorities
- Apply consistent gatekeeping: evaluate all scheduling requests, decline or reschedule conflicts, and protect high-value focus time without requiring the CEO to intervene
- Ensure all prep materials, briefing documents, and supporting information are organized and available before every commitment
- Coordinate with the Chief of Staff on calendar priorities, upcoming key meetings, and scheduling decisions that require strategic input
- Schedule and coordinate all internal and external meetings, ensuring all parties have the information they need in advance
- Prepare or source agendas, materials, and pre-read documents for all CEO meetings
- Track follow-ups, action items, and reminders arising from CEO meetings and communications, ensuring nothing falls through
- Draft, edit, and send communications on behalf of the CEO when appropriate, with a consistently high standard of written quality
- Plan and coordinate all CEO travel end-to-end: flights, accommodation, ground transportation, itineraries, and contingency planning
- Manage CEO expenses: track, organize, and submit expense reports accurately and within required timelines
- Coordinate internal and external events as needed, including logistics, communications, and on-the-day execution
- Anticipate logistical needs before they arise and resolve them without waiting to be asked
- Manage personal scheduling, errands, and coordination needs as defined by the CEO
- Coordinate across office and household needs as required, handling personal logistics with the same standard of execution as professional ones
- Maintain strict confidentiality across all personal and professional matters handled in this role
- Actively apply AI tools to every aspect of the role: drafting communications, organizing information, preparing briefing materials, managing scheduling complexity, and identifying ways to increase the CEO's operational efficiency
- Stay current on emerging AI tools and bring forward applications that could improve the quality or speed of executive support
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
No Education Listed
