Executive Assistant to Chief Executive Officer

Position Overview: We are seeking an exceptionally skilled and highly diligent Executive Assistant to support our CEO. The ideal candidate will possess a polished work style, impeccable attention to detail, and a commitment to triple-checking all work for accuracy. This role demands a proactive, organized, and resourceful individual who can manage a wide range of administrative and executive support-related tasks with efficiency and discretion. Key Responsibilities: Executive Support: Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements. Communication Management: Handle all forms of communication, including emails, phone calls, and correspondence, ensuring timely and accurate responses. Document Preparation: Prepare, proofread, and edit documents, reports, and presentations with meticulous attention to detail. Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items. Project Management: Assist in the planning and execution of special projects, ensuring deadlines are met and deliverables are of the highest quality. Confidentiality: Maintain strict confidentiality and handle sensitive information with the utmost discretion. Office Management: Oversee office operations, including managing supplies, equipment, and facilities to ensure a smooth and efficient work environment. Relationship Management: Build and maintain positive relationships with internal and external stakeholders, representing the CEO with professionalism and courtesy. What You'll Do Contribute to the CEO Office team and be willing to assist with any task or project that requires more support. At all times, represent the CEO and the CEO Office with professionalism, effectiveness, and kindness. Build and maintain a comprehensive office manual that accurately depicts workflow and responsibilities for this role. Manage CEO’s medical conditions, coordinating with medical professionals when necessary. Plan all travel, including flights, aircraft management, hotels, activity and dinner reservations, international travel authorizations and visas, meal delivery, and transportation (collaborating with office-based Executive Assistant). This includes triple-checking ALL travel plans with hotels, plane managers, etc. Ensure CEO’s travel preferences are communicated and adhered to. Plan and coordinate all personal events, including catering, décor, RSVPs, and all other event-related details. Leverage corporate events department as needed. Manage personal tickets, ensuring stakeholders and invitees have their tickets and that CEO has necessary tickets readily available. Coordinate with the team to ensure accurate logistics for vehicles (e.g., proper locations for occasion). Collaborate with CEO on gifting program (professional), researching and acquiring unique gifts, purchasing, wrapping, sending, and tracking. Coordinate services for move management and ground transportation to ensure easy family transitions between residences when necessary. Collaborate with the CEO to create unique, memorable, and exclusive travel experiences. Travel in advance of CEO on certain trips to ensure all details are covered. Crisis management: Be prepared to handle unexpected situations at home, such as emergencies or sudden changes in plans, with calm and efficiency. Use the utmost discretion to protect the privacy of the CEO and his family. Be available to work weekends, early mornings, and evenings regularly. Qualifications: Experience: Minimum of 8 years of experience as an Executive Assistant, preferably supporting C-level executives, and preferably from a Fortune 500 company. Education: Bachelor’s degree in Business Administration, Communications, or a related field. Skills: Exceptional organizational and time-management skills. Strong written and verbal communication abilities. Proficiency in Microsoft Office Suite and other relevant software. Ability to multitask and prioritize effectively in a fast-paced environment. High level of accuracy and attention to detail. Proven ability to handle confidential information with discretion. Professional demeanor and polished work style. Personal Attributes: Diligence: A meticulous approach to work, ensuring all tasks are completed with precision. Proactivity: A self-starter who anticipates needs and takes initiative. Reliability: Dependable and consistent in delivering high-quality work. Adaptability: Flexible and able to adjust to changing priorities and demands. Integrity: Strong ethical standards and a commitment to maintaining confidentiality.