Senior Executive Assistant to the CEO

Vantor•Westminster, CO

19h•Hybrid

About The Position

Vantor is seeking a highly experienced Senior Executive Assistant to support the CEO and coordinate priorities across the Board of Directors and executive leadership team. This role calls for exceptional judgment, discretion, organization, and composure in a fast-paced environment where priorities can shift quickly and timelines may be compressed. The Senior Executive Assistant will protect the CEO’s time for high-impact work, anticipate needs, resolve issues independently within established guidelines, and ensure decisions and commitments are followed through. As a trusted representative of the CEO, this person will build strong working relationships with Board members, government representatives, executives, and colleagues across the company. They will also help strengthen the executive support team by sharing information, improving workflows, and building a cohesive, accountable, and collaborative culture.

Requirements

U.S. citizenship.
10+ years of Executive Assistant experience, including at least 5 years supporting C-level executives; CEO or executive leadership team support preferred.
Demonstrated success managing complex executive calendars, competing priorities, domestic and international travel, and time-sensitive logistics.
Experience processing travel and expense reports accurately and within deadlines.
Strong judgment and the ability to operate independently within defined guidelines in ambiguous, fast-changing environments.
Proven ability to anticipate needs, manage risks before they surface, drive execution, and ensure follow-through.
Exceptional written and verbal communication skills, including the ability to prepare clear, actionable, executive-ready materials.
Demonstrated discretion and integrity when handling highly sensitive information.
Ability to work with composure and build cooperative, trusting, and accountable relationships across an Executive Assistant team.
Professional experience with Google Workspace and Microsoft 365.
Ability to work on-site at least three days per week and potentially more depending on CEO travel and in-office presence. May fluctuate on any given week and must be flexible to accommodate.

Nice To Haves

Bachelor’s degree or equivalent experience.
Experience supporting Board of Directors and executive leadership team operations.
Experience with Concur, Workday, Teams, and modern collaboration tools.
Experience using approved AI tools to improve productivity while maintaining accuracy and confidentiality.
Understanding of how effective executive support advances broader organizational priorities.

Responsibilities

Manage the CEO’s complex calendar across Board of Directors, executive leadership, internal, and external commitments.
Assess changing priorities, identify conflicts, and use sound judgment to reschedule meetings and protect time for critical touchpoints, including when schedules are compressed or competing.
Present clear options, context, and trade-offs when a decision or escalation is needed; resolve scheduling and prioritization issues independently within established guidelines.
Optimize the CEO’s time by reducing low-value tasks and protecting capacity for strategy, hiring, innovation, and other high-impact priorities.
Anticipate workload pressures and proactively manage the CEO’s meeting cadence to support sustained effectiveness.
Establish meeting purpose and preparation expectations; prepare agendas and executive-ready briefings, capture decisions, and track follow-up actions to completion.
Filter incoming requests and issues, resolve them where appropriate, and escalate matters with clear context while maintaining accountability through resolution.
Reinforce priorities and manage stakeholder expectations with professionalism, tact, and discretion.
Coordinate Board of Directors scheduling and serve as a primary point of connection between the CEO, Vantor, Board members, and Board leadership.
Respond promptly to scheduling and coordination needs, including across international time zones and with Board members and chairmen.
Coordinate confidential scheduling and communications with local, state, U.S., and international government representatives.
Represent the CEO with sound judgment, professionalism, and appropriate discretion in sensitive interactions.
Plan detailed, contingency-ready domestic and international travel with minimal executive involvement, including flights, ground transportation, lodging, visas, travel documentation, time zones, and itineraries.
Compare flight and routing options based on total travel time, nonstop availability, layovers, reliability, cost, and the CEO’s schedule; prepare alternatives for disruptions.
Coordinate with internal partners and external providers, and communicate itinerary details and changes promptly.
Manage a high volume of travel and expense activity; prepare accurate expense reports, track submissions in Concur, resolve incomplete items, and follow up proactively to meet deadlines.
Coordinate candidate interviews and deliver a thoughtful, well-organized candidate experience, including scheduling and executive briefings.
Build and maintain scalable workflows for planning, prioritization, communications, scheduling, and travel.
Partner with other Executive Assistants and cross-functional teams to standardize processes and improve executive office efficiency.
Build bridges across the Executive Assistant team and serve as a collaborative leader among peers, helping sustain a cohesive, cooperative, trusting, and accountable team.
Use approved AI and productivity tools thoughtfully to streamline work while maintaining accuracy, quality control, and confidentiality.
Support Vantor’s technology transition by working confidently across Google Workspace and Microsoft 365.