Executive Assistant to CEO IN-OFFICE

Icon Office Environments is seeking an execution-driven, highly proactive full-time Executive Assistant to the CEO. This role is for someone who excels in a fast-paced environment, thrives on taking ownership of tasks, and anticipates needs without requiring constant direction. You will manage both business and personal operations for the CEO, acting as a force multiplier to ensure everything runs efficiently, from scheduling and communication to travel and logistics.

The ideal candidate will lead the charge on a variety of key tasks and be comfortable working autonomously. We expect you to not only manage the day-to-day responsibilities but to drive improvements in systems and processes with minimal oversight. Proactivity and accountability are a must, as well as an ability to stay two steps ahead in a constantly changing environment.

For the CEO

• Take full ownership of managing and prioritizing the CEO’s calendar, emails, and daily tasks, ensuring strategic use of the CEO’s time and minimizing the need for direction.
• Lead the preparation for meetings and travel by researching materials, drafting agendas, and organizing logistics.
• Anticipate the CEO's needs and proactively manage priorities, handling daily operations smoothly and independently.
• Coordinate complex travel plans, itineraries, and logistics, taking the lead on all aspects without requiring guidance.
• Effectively manage email communication, ensuring timely responses, prioritization, and proper routing. Drive email management with minimal oversight.
• Track and follow up on action items from meetings, ensuring timely and consistent completion.

For Icon Office Environments

• Take initiative in supporting leadership and internal teams with scheduling, communication, and coordination, acting as a key resource to ensure smooth operations.
• Manage Linked In and professional correspondence for the CEO, responding promptly and maintaining a professional tone.
• Support internal events, meetings, and team celebrations, ensuring timely planning and execution.
• Help coordinate internal wellness and fitness initiatives, driving participation and involvement.
• Contribute to maintaining office organization, ensuring a clean, professional workspace is always prioritized.
• Support the creation and implementation of SOPs across various functions, including internal team coordination, communication, and event management. You will ensure that SOPs are regularly updated to reflect best practices and operational changes.

• Research and prepare background information ahead of meetings and travel to ensure the CEO is always fully prepared.
• Support the CEO in setting up a U.S. office and manage logistics, working independently and ensuring deadlines are met.
• Leverage AI tools to simplify, automate, and organize daily workflows, identifying areas for efficiency gains and acting on them without being asked.
• Coordinate errands, deliveries, and personal logistics when needed, ensuring smooth execution.
• Communicate through email, text, phone, and WeChat, maintaining a professional, persistent, and solution-oriented approach.
• Maintain confidentiality and professionalism at all times in all dealings, both internal and external.

• Expert working knowledge of Google Workspace (Docs, Sheets, Drive, Gmail, etc.).
• Proven experience with Asana or similar project management tools, with the ability to drive adoption and improve workflows.
• Comfortable learning and applying new technologies and AI tools to optimize tasks.
• Excellent time and task management skills, with a demonstrated ability to handle multiple priorities independently and without oversight.
• Experience with scheduling, travel planning, and document organization.
• Strong written and verbal communication abilities with a professional tone at all times.
• Valid G driver’s license and access to a vehicle (mileage reimbursed).
• Comfortable with occasional evening or weekend support when necessary.

• Proactive with a strong sense of ownership - you take charge of your tasks and responsibilities without needing reminders or constant guidance.
• A clear communicator who keeps others informed without being…