Position Summary
The Executive & Personal Assistant to the CEO serves as a trusted partner and strategic support professional responsible for managing the CEO’s business and personal administrative needs. This role requires exceptional organizational skills, discretion, professionalism, adaptability, and the ability to anticipate needs in a fast-paced environment.
The Executive & Personal Assistant acts as a key liaison between the CEO, executive leadership team, employees, clients, board members, and external stakeholders while ensuring the CEO's time, priorities, and commitments are managed effectively.
Key Responsibilities for Executive Support
- Manage and coordinate the CEO’s complex calendar, scheduling appointments, meetings, conferences, and events.
- Prioritize appointments and ensure optimal use of the CEO’s time.
- Prepare meeting agendas, presentations, reports, briefing materials, and correspondence.
- Attend meetings as requested, take minutes, track action items, and follow up on deliverables.
- Manage incoming communications, including emails, phone calls, and correspondence, responding or escalating as appropriate.
- Coordinate executive leadership meetings and support strategic initiatives.
- Serve as a primary point of contact between the CEO and internal/external stakeholders.
- Maintain strict confidentiality regarding sensitive business matters.
Personal Assistance
- Manage personal appointments, schedules, and commitments for the CEO and family as required.
- Coordinate personal travel arrangements, accommodations, transportation, and itineraries.
- Assist with personal projects, events, and special requests.
- Manage personal correspondence and administrative tasks.
- Coordinate household services, vendors, and other personal business matters as assigned.
Travel & Event Coordination
- Arrange domestic and international business travel, including flights, hotels, transportation, visas, and meeting logistics.
- Develop detailed travel itineraries and contingency plans.
- Coordinate executive events, board meetings, conferences, and client engagements.
- Manage event logistics and ensure seamless execution.
Administrative & Office Management
- Organize and maintain electronic and paper filing systems.
- Prepare expense reports, process invoices, and track budgets related to executive activities.
- Handle document management and records retention.
- Support special projects and company initiatives as directed by the CEO.
- Conduct research and compile information for executive decision-making.
Communication & Relationship Management
- Build and maintain positive relationships with board members, executives, customers, vendors, and community partners.
- Represent the CEO professionally in all interactions.
- Facilitate effective communication across departments and stakeholders.
- Manage confidential and highly sensitive information with discretion and sound judgment.
QualificationsEducation
- Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field preferred.
- Equivalent combination of education and experience considered.
Experience
- Minimum of 7 years of experience supporting a senior executive, CEO, business owner, or C-suite leader.
- Experience handling both executive and personal assistant responsibilities preferred.
- Experience coordinating complex travel and schedules.
- Prior experience in a fast-paced corporate environment preferred.
Knowledge, Skills & Abilities
- Exceptional organizational and time-management skills.
- Strong written and verbal communication abilities.
- Demonstrated ability to maintain confidentiality and exercise discretion.
- Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
- Strong problem-solving and decision-making skills.
- Ability to prioritize multiple competing demands with minimal supervision.
- High attention to detail and accuracy.
- Strong interpersonal and relationship-building skills.
- Ability to remain calm and professional under pressure.
- Proactive, resourceful, and highly adaptable.
Core Competencies
- Professionalism and Executive Presence
- Confidentiality and Integrity
- Strategic Thinking
- Initiative and Accountability
- Relationship Management
- Communication Excellence
- Organization and Planning
- Flexibility and Adaptability
Working Conditions
- Full-time position.
- May require occasional evening and weekend availability.
- Travel may be required.
- Hybrid or in-office work arrangement based on organizational needs.
Success Measures
The successful Executive & Personal Assistant will
- Ensure the CEO’s calendar and priorities are managed efficiently.
- Improve executive productivity and responsiveness.
- Maintain seamless coordination of business and personal commitments.
- Build trusted relationships with stakeholders.
- Demonstrate exceptional discretion and reliability.
- Execute tasks and projects accurately and on time.
Salary Range
Commensurate with experience and qualifications
Pay: From $70,000.00 per hour
Benefits
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Experience
- Executive administrative support: 7 years (Required)
- handling confidential information: 7 years (Required)
- providing personal assistance to an executive: 5 years (Required)
Willingness to travel
Work Location: In person
