Executive Assistant to CEO

Executive Assistant to the CEO at Snowbird Agility, Inc.

Snowbird Agility, Inc., a fast-paced, dynamic small business in the federal government contracting sector, is seeking a highly proactive, organized, and detail-oriented Executive Assistant to provide direct support to the CEO. This position requires discretion, exceptional communication skills, and a strong commitment to providing both personal and professional administrative support.

The Executive Assistant acts as an administrative gatekeeper to the executive office, tracks and manages action items, deadlines, appointments, and correspondence. The ideal candidate is a master of logistics, thrives under pressure, and anticipates needs to deliver excellence in every task. Prior experience providing executive support in a corporate environment is highly desirable.

Key qualifications include superior competence managing multiple priorities and executive deliverables with demanding deadlines, the ability to represent the CEO to senior officers, clients, industry representatives, and Government officials, and a strong command of the English language. Some mathematical analytical ability is required to gather and summarize data for reports. A high sensitivity to protocol and professional demeanor across internal and external contacts are essential.

Independent judgment, initiative, and attention to detail are required. Proficiency with current office software applications and proofreading skills are also expected.

• Manage the CEO’s complex calendar, prioritizing appointments, travel, and commitments.
• Screen, prioritize, and respond to emails and communications on behalf of the CEO. Flag VIP correspondence for Executive response and notify the CEO of pending VIP messages.
• Coordinate internal and external meetings, including agendas, locations, participants, and follow-ups. Keep the Executive calendar current and notify the CEO of changes.
• Plan comprehensive travel for Executive travel, including ticketing, hotel, rental car, and dinner reservations. Prepare a detailed travel itinerary with security/access requirements and key contacts.
• Coordinate meetings, events, or conferences involving the Executive, including facilities, technology, invitations, participants, read-aheads, and budget control.
• Prepare meeting records such as agendas, notices, minutes, and resolutions for corporate meetings.
• Act as custodian of corporate documents and records.
• Assist with confidential correspondence, reports, and other complex documents; prepare briefing materials, reports, memos, and presentations as needed.

• Provide high-level personal support, including travel arrangements, personal errands, household coordination, and concierge-level services.
• Coordinate family schedules and personal appointments as directed by the CEO.
• Handle confidential and sensitive information with discretion.

• Track action items, deadlines, and priorities across multiple business and personal projects.
• Maintain organized digital and physical filing systems for business and personal records.
• Assist with expense reporting and basic bookkeeping tasks for the CEO; obtain receipts and provide to the accounting team.

• Follow up on delegated tasks and projects to ensure progress and completion.
• Research, summarize, and present information to assist in decision-making.
• Coordinate logistics for special projects, business events, and executive offsites.

• This role is a remote work position.
• May require occasional evening or weekend availability depending on the CEO’s schedule.

• Competitive salary commensurate with experience.
• Health, dental, vision, life, and supplemental insurance options for you and your dependents.
• 401(k) retirement plan with 6% employer match, immediately vested, and eligible for annual profit sharing.
• Generous paid time off for work/life balance: 2 weeks vacation, 10 company holidays, a winter shutdown week, and 2 weeks parental leave for maternity, paternity, or adoption.
• Opportunity to contribute to a growing, mission-driven small business with impact in the federal space.

• Proven experience (5+ years) as an Executive Assistant, ideally supporting a C-level executive or business owner.
• Prior experience in or exposure to the government contracting environment is strongly preferred.
• Exceptional organizational skills and acute attention to detail.
• High emotional intelligence, professionalism, and discretion.
• Strong verbal and written communication skills.
• Ability to adapt quickly, manage competing priorities, and handle high-pressure situations with grace.
• Tech-savvy and proficient in Microsoft Office Suite, Google Workspace, and virtual collaboration tools.
• Ability to work independently, anticipate needs, and think two steps ahead.

Note:

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