Executive Assistant to CEO

Position Summary

The Executive Assistant to the CEO serves as a trusted business partner and strategic administrative professional responsible for supporting the Chief Executive Officer in managing daily operations, executive priorities, global travel, board activities, communications, and stakeholder engagements. This highly visible role requires exceptional organizational skills, discretion, business judgment, and the ability to coordinate complex domestic and international activities in a fast-paced environment.

This is a hybrid position based in Scottsdale, Arizona.

The Executive Assistant acts as the central point of coordination for executive scheduling, travel logistics, expense management, meeting preparation, and executive communications, ensuring the CEO's time is optimized and strategic priorities are effectively supported.

• Manage and maintain the CEO's complex calendar, including internal and external meetings, board meetings, client engagements, and strategic business reviews.
• Prioritize competing requests and proactively manage scheduling conflicts.
• Coordinate executive appointments across multiple time zones and global locations.
• Ensure the CEO is fully prepared for meetings through agendas, briefing materials, and follow-up actions.

• Plan and coordinate all domestic and international travel arrangements for the CEO.
• Prepare detailed travel itineraries including flights, hotels, ground transportation, visas, and meeting schedules.
• Monitor travel disruptions and make real-time adjustments as necessary.
• Coordinate travel logistics for key executive leadership meetings and board events.

• Coordinate Board of Directors and Executive Leadership Team meetings.
• Prepare, organize, and distribute meeting materials, presentations, agendas, and minutes.
• Track action items and follow-up activities resulting from executive and board meetings.
• Manage confidential correspondence and board-related documentation.

• Schedule and coordinate executive meetings across multiple countries and time zones.
• Arrange conference rooms, virtual meeting platforms, and supporting technology.
• Coordinate logistics for executive off-sites, strategic planning sessions, and leadership meetings.
• Maintain accurate records of meeting decisions and follow-up commitments.

• Prepare and submit executive expense reports accurately and timely.
• Monitor and reconcile corporate credit card expenses.
• Ensure compliance with company travel and expense policies.
• Coordinate invoice approvals, vendor payments, and budget-related administrative activities.

• Draft, proofread, and manage correspondence on behalf of the CEO.
• Prepare professional presentations, reports, and executive-level communications.
• Screen and prioritize incoming communications and requests.
• Serve as a liaison between the CEO and executive leadership, employees, clients, brokers, vendors, board members, and external stakeholders.

• Assist with special projects, business initiatives, and strategic planning activities.
• Conduct research and compile information for executive decision-making.
• Track project milestones and deadlines on behalf of the CEO.
• Coordinate cross-functional activities to ensure timely completion of assigned initiatives.

• Handle highly sensitive and confidential information with absolute discretion.
• Build and maintain strong working relationships across all levels of the organization.
• Represent the CEO professionally and exercise sound judgment in interactions with internal and external stakeholders.

• Bachelor's degree preferred.
• Equivalent combination of education and relevant experience may be considered.

• 7+ years of experience supporting C-suite executives, preferably a CEO, President, or Executive Leadership Team.
• Experience coordinating international travel and global executive calendars.
• Experience supporting Board of…