Senior Executive Assistant to the CEO

Senior Executive Assistant to the CEO

Requirements

• 10+ years of previous experience as an Executive Assistant supporting C-level executives or senior management.
• Ability to coordinate effectively with in-person and remote executives and team members
• Exceptional organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment.
• Practices discretion and confidentiality when handling sensitive information.
• Proactive mindset and the ability to act with a sense of urgency, anticipating needs and taking proactive measures to support executives.
• Strong calendar management skills, adept at optimizing schedules and creating more bandwidth for strategic activities.
• Excellent written and verbal communication skills, with the ability to interact professionally and confidently with stakeholders at all levels.
• Proficiency and agility in computer skills, including Google suite (Docs, Sheets, Slides, Forms), database management, project management tools (Asana, Coda, Monday) and online collaboration tools (Slack).
• Strong attention to detail and accuracy, particularly in managing confidential information and preparing business documents.
• Ability to maintain composure and work effectively under pressure, handling high-stakes situations with professionalism.
• Flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed.

Responsibilities

• Anticipate the CEO’s needs and act proactively to address them, including preparing meeting materials, briefing documents, and agenda items in advance.
• Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
• Availability to be reached in and outside of regular working hours
• Proactively manage the CEO’s calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up with intention.
• Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated and informed.
• Anticipate the CEO’s needs in advance of meetings, conferences, etc. and proactively identify ways to meet those needs.
• Optimize the CEO’s schedule to create more time for strategic initiatives by efficiently managing conflicting priorities and minimizing time conflicts.
• Work with the Chief of Staff to support planning for CXO monthly meetings, Executive Leadership team meetings and offsite meetings throughout the year.
• Act as a liaison between the CEO and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism and confidentiality.
• Provide a bridge for smooth communication between the leaders and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Draft, proofread, and edit various business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.
• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visas, considering the leader’s preferences and optimizing travel efficiency.
• Coordinate logistics for meetings, conferences, and events, both onsite and offsite, ensuring smooth execution and providing necessary support.
• Organize and maintain confidential and sensitive information, documents, and files, ensuring easy accessibility and efficient retrieval.
• Display discretion in handling highly confidential information on behalf of the leaders.
• Conduct research, gather data, and prepare reports and presentations to support the CEO’s decision-making process.
• Perform delegated tasks, such as maintaining their appointment calendar and household staff.
• Anticipate your leader’s personal needs while adeptly addressing unexpected situations.

Preferred Qualifications

No preferred qualifications provided.