Senior Executive Assistant

Job Description:

• Manage complex, multi-time-zone calendaring; proactively identify and resolve conflicts using sound judgment about business priorities
• Anticipate the CEO’s needs — preparing briefings, background materials, and context before they are requested
• Coordinate all domestic and international travel logistics: flights, ground transportation, accommodations, visas, and detailed itineraries
• Serve as communications gatekeeper: screen, triage, and draft correspondence on behalf of the CEO with professionalism and discretion
• Track CEO commitments, action items, and follow-ups; provide proactive reminders to keep deliverables on track
• Prepare, edit, and finalize executive documents including memos, reports, talking points, and briefing materials
• Create, edit, and refine PowerPoint presentations for internal and external audiences, including board presentations, all-hands decks, and strategic communications
• Coordinate with internal teams on CEO-led initiatives, town halls, and leadership events; manage logistics from end to end
• Manage expense reporting and reconciliation accurately and in a timely manner
• Support the CEO during global travel by managing communications and time‑sensitive requests across time zones
• Operate with a high degree of autonomy, sound judgment, and professionalism by proactively driving work forward, thoughtfully seeking input when appropriate, and helping optimize the CEO’s time and focus.
• Provide calendar management, travel coordination, and administrative support for the SVP & Chief Administrative Officer, Global Public Policy & Number Administration
• Support document preparation, presentation editing, and correspondence drafting as needed
• Ensure seamless workflow and communication between the executives and the Executive Leadership Team
• Partner closely with the Chief of Staff to align on CEO priorities, communications, and scheduling decisions; serve as an extension of the CoS function on operational matters
• Coordinate cross‑functionally with members of the Executive Leadership Team (ELT) to facilitate CEO‑driven initiatives, ensure information flow, and manage logistics for senior leadership meetings
• Support the preparation and distribution of materials for ELT meetings, leadership offsites, and strategy sessions
• Serve as a reliable point of contact across the organization, representing the Office of the CEO with professionalism and alignment to Somos values
• Collaborate with executive peers and their support staff to ensure coordinated scheduling, communications, and event execution
• Serve as the primary administrative partner to one designated Board Member: manage their calendar, coordinate travel, expenses and handle correspondence with a high degree of discretion
• Coordinate travel logistics for all Board Members attending Board meetings, including flights, ground transportation, accommodations, and detailed itineraries; anticipate member preferences and resolve issues proactively
• Partner with the CEO, Chief of Staff, and relevant functional leaders to develop, compile, and distribute Board meeting materials and Board packages on schedule and with zero errors
• Create and edit Board‑facing presentations, reports, and documents; ensure all materials meet the highest standards of accuracy, formatting, and professional presentation
• Manage end‑to‑end logistics for Board and committee meetings: scheduling, platform setup (virtual or in‑person), agenda distribution, and post‑meeting action item tracking
• Maintain up‑to‑date Board member contact information, governance calendars, and confidential documentation
• Handle all Board‑related correspondence with professionalism, confidentiality, and responsiveness
• Anticipate Board member needs in advance of meetings and during on‑site events; serve as a point of contact for logistics questions and last‑minute changes
• Lead end‑to‑end planning and execution for Board meetings, ELT meetings, and other CEO‑led executive events, including virtual location scouting, vendor and contract coordination, venue communications, meeting room setup, AV, food and beverage, offsite activities, and onsite execution in partnership with the Chief of Staff.
• Use critical…