Executive Assistant to Chief Executive Officer

Position: Executive Assistant to the Chief Executive Officer

Department: C-Suite

Job Classification: Full-Time (Safety Sensitive)

Reports to: Chief Executive Officer

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant provides high-level executive and administrative support in a confidential, fast-paced, and strategic environment. Acting as the primary point of contact for the Office of the CEO, the Executive Assistant manages communications, coordinates executive priorities, and serves as a key liaison between the CEO, Chief and Council, Executive Leadership, Senior Management, employees, government partners and external stakeholders.

The Executive Assistant is responsible for managing the CEO's schedule, coordinating meetings and travel, preparing correspondence, reports, briefing materials, and presentations, and ensuring the efficient flow of information to support informed decision-making. The role also coordinates executive outreach, intergovernmental relations, organizational initiatives, and special projects on behalf of the CEO. Success in this position requires exceptional organizational, communication, and problem-solving skills, along with the ability to exercise sound judgment, maintain the highest level of professionalism, and handle highly sensitive and confidential information with discretion.

The Executive Assistant represents the Office of the CEO with integrity and diplomacy while contributing to the effective operation of the Executive Office. Other duties may be assigned as required to support organizational priorities.

• Provide comprehensive executive and administrative support to the Chief Executive Officer (CEO).
• Manage the CEO's daily, weekly and monthly calendar, appointments, meetings and work schedule, ensuring priorities are effectively coordinated.
• Coordinate all travel arrangements for the CEO, including transportation, accommodations, itineraries, travel claims and related documentation within approved budgets.
• Prepare, draft, edit, proofread, and format correspondence, reports, presentations, briefing notes, agendas, and other documents for the CEO.
• Review documents requiring the CEO's approval or signature to ensure accuracy, completeness, grammar, formatting, and organizational standards.
• Conduct research and prepare background information, briefing materials, and reports to support executive decision-making.
• Coordinate and provide administrative support for meetings, workshops, conferences, strategic planning sessions, community meetings, and special events attended by the CEO.
• Prepare meeting agendas, record and distribute minutes, and monitor follow-up action items for Administration meetings and other executive meetings as assigned.
• Serve as the primary point of contact for the Office of the CEO by receiving, screening, and directing telephone calls, emails, mail, visitors, and other inquiries.
• Act as a liaison between the Office of the CEO, Chief and Council, C-Suite Executives, Directors, departmental staff, external organizations, and community members to ensure effective communication and timely completion of priorities and deliverables.
• Maintain strict confidentiality while handling sensitive and confidential information, records, and correspondence.
• Maintain organized electronic and physical filing systems for the Office of the CEO in accordance with organizational records management practices.
• Ensure the CEO's office is maintained in a professional, organized, secure, and welcoming manner.
• Coordinate logistics and provide technical support for executive presentations, including meeting technology and presentation software.
• Assist Directors and senior leadership by reviewing executive reports and…