Executive Assistant to CEO / C-Level Executives

Position Summary

We are looking for a highly organized and proactive Executive Assistant to provide comprehensive support to the CEO and other senior leaders. This role demands managing complex schedules, organizing travel logistics, composing executive communications, and ensuring efficient functioning of the leadership office.

Key Responsibilities

• Oversee intricate executive calendars, scheduling meetings across various time zones.
• Arrange domestic and international travel including flights, accommodations, transportation, and detailed itineraries.
• Draft and prepare meeting agendas, presentations, reports, and executive correspondence.
• Screen and prioritize incoming emails, phone calls, and meeting invitations.
• Act as the main liaison between executives and both internal and external parties.
• Monitor action items and ensure prompt follow-up on essential projects.
• Organize executive meetings, leadership retreats, board meetings, and corporate events.
• Safeguard sensitive business information with strict confidentiality.
• Manage expense report processing and assist with tracking budgets.
• Assist with special projects and strategic initiatives as requested.
• Provide day-to-day administrative support while anticipating the priorities of executives.

Qualifications and Skills

• A minimum of five years' experience supporting C-level executives such as CEO, President, or Founder.
• Exceptional organizational skills and effective time management capabilities.
• Strong verbal and written communication proficiency.
• Ability to handle confidential matters professionally and with discretion.
• Experience managing multiple priorities in fast-moving environments.
• Advanced skills in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and Google Workspace.
• Demonstrated problem-solving abilities and capacity to work independently.
• Bachelor’s degree preferred.
• Preferred background in supply chain, logistics, transportation, manufacturing, e-commerce, or retail sectors.
• Experience coordinating executive travel and board-level meetings.
• Familiarity with project management software and expense tracking systems.

Desired Attributes

• Highly reliable and meticulous.
• Strong ownership mentality with a sense of urgency.
• Excellent interpersonal and relationship-building skills.
• Proactive in anticipating executive needs without being prompted.
• Maintains composure and attention to detail under pressure.
• Professional, polished, and resourceful demeanor.
• Commitment to working onsite five days per week.