Executive Assistant to the CEO

Meow Wolf•Santa Fe, NM

20h•Hybrid

About The Position

The Executive Assistant to the CEO will serve a critical administrative and operational support role to the CEO, including helping them to advance various initiatives and goals. Primary responsibilities include performing a variety of presentation coordination, calendar management, expense reporting, information gathering, note-taking, travel coordination, and logistics. As Executive Assistant to the CEO, you will play a key role in ensuring the efficient operation of our CEO by managing and prioritizing competing demands for their time and attention. You will support the CEO in every context of administration, including the management of information within and between the Senior Leadership Team (SLT) and the coordination of meetings and communications with numerous teams.

Requirements

At least 6 years in an administrative assistant role with 2+ years experience assisting executive-level leaders.
Ability to communicate effectively through written and verbal mediums.
Strong project management skills to create and manage multiple details at once.
Substantive Google Suite knowledge (Docs, Sheets, Gmail, GCal).
Ability to self-direct and be proactive.
Strong eye for detail, including copy editing.
Experience managing relationships and communication materials with executives, internal teams, and third parties.
Understanding of and passion for Meow Wolf.
Presentation creation ability (Google Slides / PowerPoint).
Experience working with cross-functional teams across multiple locations and time zones.
Highly organized with the ability to prioritize multiple tasks while demonstrating excellent time management.
Ability to exhibit professional judgment and decision-making skills.
Experienced in managing processes or projects and driving change through positive influence.
Adept at learning new software and web-based tools.
Creative in your approach to problem-solving with the ability to identify process improvement opportunities.

Nice To Haves

A bachelor's degree is a plus.

Responsibilities

Own and actively manage the CEO’s calendar, including weekly 1:1s with seven direct reports, recurring SLT and investor meetings, and monthly operating cadences (CapEx Council, P&L Review, Founders Meeting, Opportunities Review, Marketing/Brand).
Prioritize and triage competing demands for the CEO’s time. Proactively flag conflicts and recommend trade-offs.
Coordinate scheduling across multiple time zones (Santa Fe, Denver, DC, NYC, LA) for both virtual and in-person meetings.
Prepare agendas, pre-reads, and briefing materials for all CEO meetings. Ensure the CEO walks into every room informed.
Attend key meetings, capture decisions and action items, and circulate notes to participants with clear owners and deadlines.
Track open action items across SLT meetings and follow up to ensure timely completion.
Coordinate logistics for four annual Board meetings across rotating cities (Santa Fe, Las Vegas, Los Angeles, Houston, Denver), including travel, venues, and materials.
Support assembly and distribution of board decks and pre-read packages on schedule.
Liaise with board members’ offices for scheduling and correspondence as needed.
Proactively research and compile background materials on people, companies, projects, and topics relevant to the CEO’s upcoming meetings and decisions.
Draft and manage correspondence on behalf of the CEO, including emails, memos, and follow-up communications.
Maintain organized files and a reliable system for tracking initiatives, decisions, and key documents.
Coordinate all CEO travel end-to-end: approvals, itineraries, flights, accommodations, and ground transportation using Navan.
Prepare and submit expense reports promptly.
Assist with SLT expense report approvals as needed.
Create and refine presentations (Google Slides and PowerPoint) for internal leadership meetings, board sessions, investor updates, and external engagements.
Compile and format materials for Company-wide and Departmental meetings.
Ensure smooth day-to-day operations for the CEO’s office.
Welcome key visitors and external partners in person.
Maintain strict confidentiality and exercise discretion in all interactions across divisions and with external parties.