Executive Secretary

Stellar Energy Global Infrastructure Inc•Jacksonville, FL

4d•$80,000 - $110,000•Onsite

About The Position

The Executive Secretary/Assistant to the CEO provides high-level, dedicated executive support to the Chief Executive Officer. This trusted partner manages the CEO's time, priorities, communications, and key relationships with exceptional judgment, discretion, and follow-through. The role serves as a central point of coordination for the CEO and helps ensure that strategic priorities, decisions, and commitments are advanced effectively.

Requirements

Bachelor's degree or equivalent combination of education and relevant experience.
Five or more years of progressive experience supporting a CEO, President, or other C-suite executive in a complex, fast-paced organization.
Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.
Experience taking meeting minutes and creating action items for assignment.
Ability to maintain flexibility and availability outside standard business hours when required by the CEO's schedule or urgent business needs.

Nice To Haves

Seven or more years of senior-level executive support experience, including board, investor, or global stakeholder coordination.
Experience with Concur, or similar expense and travel platforms.

Responsibilities

Owns and strategically manages the CEO's complex calendar, balancing competing priorities and protecting time for the organization's most important objectives.
Coordinates all aspects of the CEO's domestic and international travel, including detailed itineraries, transportation, accommodations, visas, and contingency planning.
Prepares the CEO for meetings and engagements by developing agendas, briefing materials, background summaries, presentations, and other executive-level documents.
Prepares and submits the CEO’s expense reports within the reporting guidelines.
Attends selected meetings on the CEO's behalf or in support of the CEO; captures decisions, commitments, and action items and drives timely follow-through with accountable leaders.
Drafts, reviews, and coordinates confidential correspondence, presentations, reports, and communications that reflect the CEO's voice, priorities, and standards.
Serves as the primary administrative liaison between the CEO and the Executive Leadership Team, leadership, employees, customers, investors, and other key external stakeholders.
Evaluates and prioritizes requests for the CEO's attention, resolves routine matters independently, and escalates significant or time-sensitive issues appropriately.
Plans and coordinates executive meetings, leadership sessions, and special events involving the CEO.
Handles sensitive business, personnel, legal, and strategic information with the highest degree of confidentiality, professionalism, and discretion.
Anticipates the CEO's needs, identifies potential conflicts or risks, and proactively develops solutions to maintain momentum on priorities.
Maintains a reliable system for tracking the CEO's commitments, decisions, deliverables, and follow-up items across the organization.
Manages special projects and conducts research or analysis at the CEO's direction, coordinating across functions to achieve timely, high-quality results.