Executive Assistant to Chairman & CEO

Idea Recruitment•Jacksonville, FL

About The Position

Idea Recruitment is seeking an experienced Executive Assistant to provide high-level administrative and confidential support to the Chairman & CEO and, as assigned, other members of the Executive Team. The role manages calendars, travel, meetings, and communications, and performs complex administrative, analytical, and research duties. Much of the work is self-directed and requires professional independence, sound judgment, initiative, and the highest level of discretion. The Executive Assistant represents the Chairman & CEO and the company professionally, builds working relationships across the organization, and may direct support staff or other resources. Additional support may include special projects for other Executive Team members, event planning, receptionist and Administrative Coordinator coverage, general administrative work, and personal assistant duties as needed.

Requirements

Experience as an Executive Assistant supporting C-suite leaders.
Ability to handle sensitive and confidential information with discretion.
Ability to work independently and exercise professional judgment and initiative.
Strong calendar, scheduling, travel, meeting, and communications coordination skills.
Ability to prioritize competing demands, anticipate needs, and follow through within deadlines.
Ability to conduct research and prepare summaries, reports, correspondence, and presentations.
Professional manner when representing senior leadership and the company.

Responsibilities

Manage the Chairman & CEO’s calendar, prioritize conflicting requests, and coordinate meetings from invitations through preparation of materials.
Keep each executive’s calendar accurate and current in the format preferred by that executive.
Serve as the primary liaison between the Chairman & CEO and the Executive Team, employees, and external stakeholders.
Arrange complex domestic and international travel, including itineraries, agendas, and meeting and conference materials, as well as travel for family members when requested.
Prepare, review, and proofread correspondence, reports, presentations, and other documents for accuracy.
Conduct research and gather information for the Executive Team, and prepare summaries and reports.
Coordinate meetings, including attendee notifications, setup, pre- and post-meeting correspondence, and follow-up.
Take and distribute minutes and track action items from leadership and team meetings.
Anticipate executive needs and keep executives informed about upcoming commitments, deadlines, and follow-ups.
Prioritize competing demands, respond proactively, and complete matters within deadlines.
Handle confidential, sensitive, and privileged information with discretion and sound judgment.
Process expense reports, invoices, and payments in accordance with company approval procedures.
Develop and maintain administrative tools and systems, including approved technology and AI tools used in accordance with company policy, to improve efficiency.
Represent the Chairman & CEO and the company professionally to the public, businesses, and agencies when requested.
Build strong working relationships throughout the organization and collaborate with the Administrative Coordinator and Legal Administrative Assistant.
Direct and deploy support staff or other resources when needed.
Perform special projects and other duties as assigned.
Assist other Executive Team members with special projects as needed.
Plan events for internal and external stakeholders.
Provide backup coverage for the receptionist and Administrative Coordinator.
Provide general administrative support, including scanning, filing, creating and modifying reports, and composing correspondence.
Handle personal assistant duties for the executive as needed.