Executive Assistant to CEO

Executive Assistant to the CEO

June 2026

• Manage the CEO’s complex calendar, ensuring seamless scheduling, prioritization and communication across internal and external stakeholders.
• Send advance confirmations, prepare agendas, share critical documents in advance, and ensure all meeting logistics are coordinated.
• Maintain and update CRM records with rich contact profiles (board affiliations, personal details, and relationship context).
• Brief the CEO before meetings with background information, relationship insights, and follow-up questions to deepen engagement.
• Maintain a daily tracker of open questions, decisions and priorities; roll forward unresolved issues as needed.

• Coordinate all domestic and international travel, including flights, hotels, ground transportation, and itineraries.
• Navigate last minute changes (i.e. weather disruptions) and work directly with vendors to resolve issues proactively.
• Prepare and submit expense reports accurately and on time to ensure compliance with company policies.

• Maintain composed and adaptable demeanor amid shifting priorities and frequent schedule changes.
• Manage multiple inboxes, calendars, and C-suite communications simultaneously with discretion and accuracy.
• Greet and escort guests with a VIP-level, hospitality-driven approach, manage visitor registration, room setup, and refreshments.
• Keep guests engaged and comfortable during unexpected delays or schedule shifts, providing a consistently warm and attentive experience.
• In-person presence required four days per week.

• Ensure the CEO is fully prepared for every meeting by maintaining a running tracker of required materials by meeting type and lead‑time deadlines and proactively following up with stakeholders to guarantee timely delivery.
• Coordinate with IT and facilities to ensure all in‑person and virtual meetings run on time and smoothly; conduct pre‑meeting run throughs.
• Manage Zoom, Teams, and webinar logistics; responsible for scheduling tech support in advance, managing timely login, storing recordings, and maintaining a running log of all sessions.
• Coordinate meal ordering for important meetings, balancing quality and presentation with fiscal responsibility; consistently identify and execute ways to maximize impact across all projects and deliverables while remaining cost‑conscious.
• Support the annual client conference end‑to‑end, collaborating closely with Marketing, Tech, and Office Services team leads; manage and track stakeholders, clients, and action items with strong attention to detail and adaptability.
• Proofread and assist with preparation of the CEO’s speeches and notes.
• Log meeting information and contacts into Salesforce; prior Salesforce experience preferred.

• Collaborate with COO to oversee and support all aspects of Board Meetings.
• Responsible for Board Meeting contact management.
• Provide travel coordination and expense report support for the Board Chair in connection with board meetings.

• Support distribution of the annual client letter; proactively track and flag potential content throughout the year for CEO approval, follow up with relevant points of contact for details, and assist with drafting and proofreading external communications.
• Support development of external materials including PowerPoint presentations, Linked In updates, holiday cards, and similar communication and outreach materials that meet company branding/marketing guidelines and are in the voice and style of the CEO.
• Prepare, print and distribute materials as needed; perform quality‑checks for grammar, formatting, consistency, and incorporate requested edits.
• Collaborate closely with the Executive Initiatives Analyst, serving as backup coverage during absences and tracking, monitoring, and reporting on open project tasks; note that project and deliverable management is owned by the Chief of Staff.

• Bachelor’s degree required.
• 3+ years of experience in an executive assistant role…