Executive Assistant to CEO

About The Position

This is not a traditional Executive Assistant role.

We are looking for a high-performance operator who can keep pace with a fast-moving entrepreneur leading multiple companies. This person will serve as the CEO’s right hand, managing communication, priorities, scheduling, follow-up, and execution so the CEO can remain focused on vision, growth, relationships, and high-value decisions.

The ideal candidate is highly organized, proactive, detail-oriented, resourceful, and capable of managing dozens of moving parts simultaneously without letting anything fall through the cracks.

This individual must be comfortable operating in a fast-paced, entrepreneurial environment where priorities change quickly and speed matters.

Essential Duties and Responsibilities

Executive Support

Manage CEO calendar, meetings, travel, and scheduling.

Coordinate appointments, speaking engagements, podcasts, client meetings, and industry events.
Manage email flow and prioritize communication.
Prepare agendas, meeting notes, and action-item follow-up.
Ensure commitments made by the CEO are tracked and executed

Project Management

Track strategic initiatives across multiple companies.

Coordinate communication between departments.
Maintain project status reports and accountability systems.
Ensure deadlines are met and follow-up occurs consistently.
Manage special projects on behalf of the CEO.

Communication & Coordination

Serve as a liaison between the CEO and leadership team.

Draft professional emails, presentations, reports, and correspondence.
Coordinate leadership meetings and company events.
Facilitate communication between vendors, clients, and internal teams.

Administrative Excellence

Manage travel logistics and itineraries.
Organize documents, contracts, and digital files.
Maintain operating systems and organizational tools.
Assist with expense reporting and administrative tasks.

Competencies

Exceptional written and verbal communication skills
Extremely organized and detail-orientated.
Strong technology skills
High level of discretion and confidentiality
Resourceful problem solver
Comfortable with accountability and urgency
Able to anticipate needs before being asked

Qualifications

A) Language/Communication Skills

Ability to communicate professionally and confidently with executives, clients, vendors, and internal team members.
Strong listening skills with the ability to quickly absorb information, identify priorities, and execute without extensive direction.
Capable of driving follow-up, ensuring accountability, and maintaining clear communication across multiple stakeholders.

B) Experience, Knowledge and Skills Required

5+ years of experience supporting senior executives, business owners, or C-suite leaders in a fast-paced environment.
Demonstrated ability to manage complex calendars, competing priorities, and multiple projects simultaneously.
Strong technology proficiency, including Microsoft Office, Google Workspace, project management platforms, and AI productivity tools.

C) Education Required

Bachelor’s degree preferred in Business Administration, Management, Finance, Construction Management, Architecture, Leadership Studies, or a related field.

D) Working Enviornment

Ability to handle multiple tasks simultaneously and prioritize numerous tasks
Daily computer usage is required for this position

Key Characteristics

Hungry
Humble
Smart
Resourceful
Positive
Fast-moving

Thick-skinned
Calm under pressure
Highly organized
Anticipatory
Accountable
Detail-oriented

Physical Requirements

Position requires routing lifting, bending, pushing, pulling while handling basic office supplies and material deliveries up to 25 lbs. The employee is required to reach with hand and arms and may sit for long periods of time. Tolerance to prolonged exposure to a computer monitor and keyboard utilization is required. May require use of own vehicle to attend off-site meetings and trainings or events.

Problem-Solving

Demonstrates emotional intelligence and interpersonal skills, initiative, self-motivation, practical learning skills, enthusiasm and an ability to complete multiple tasks in a timely and accurate manner