Executive Assistant to CEO

Job Summary

The Executive Assistant to the CEO serves as a trusted partner to the Chief Executive Officer by providing comprehensive executive, administrative, and personal support. This highly visible role is responsible for managing business priorities, coordinating personal affairs, supporting special projects, and ensuring the seamless execution of both professional and personal commitments.

The ideal candidate is highly organized, proactive, resourceful, and capable of managing confidential business and personal information with the highest level of professionalism and discretion. This role includes substantial personal assistant responsibilities and support of the CEO's personal affairs, requiring a high degree of discretion, trust, professionalism, and confidentiality.

Hybrid position requiring a minimum of two days per week onsite at the Seattle Corporate Office.

• Manage the CEO's complex calendar, meetings, travel arrangements, appointments, and daily priorities.
• Prepare agendas, reports, presentations, spreadsheets, meeting minutes, and executive correspondence.
• Monitor and manage the CEO's email, including prioritization, follow-up, and management of non-essential communications.
• Serve as a liaison between the CEO and executives, employees, vendors, consultants, business partners, and external organizations.
• Maintain strict confidentiality regarding business, financial, and personal matters.
• Track key deadlines, projects, action items, and executive commitments.
• Coordinate multiple projects simultaneously, ensuring deadlines, budgets, and deliverables are met.
• Perform other duties, special projects, and assignments as requested by the CEO.

• Coordinate personal appointments, travel arrangements, reservations, and scheduling.
• Manage personal and family calendars, events, celebrations, anniversaries, and special occasions.
• Establish and maintain positive working relationships with vendors, contractors, service providers, and external partners supporting the CEO's personal affairs.
• Coordinate household vendors, service providers, maintenance vendors, and personal projects.
• Schedule medical appointments and manage related administrative matters.
• Process personal insurance payments and assist with claims administration.
• Manage personal mail, financial records, reminders, and recurring obligations.
• Support personal real estate, construction, and property improvement projects.
• Assist with private aircraft administration, maintenance scheduling, licensing, registrations, and vendor coordination.
• Coordinate management of vacation rentals and secondary residences.

• Reconcile corporate and personal credit card statements.
• Maintain personal financial records and documentation.
• Process personal and business-related invoices and payments.
• Coordinate annual tax documentation and financial records with accounting professionals.
• Maintain expense records and supporting documentation.
• Process reimbursement requests and monitor spending records.
• Track project budgets and expenditures.

• Partner with and provide support to the Corporate Office Coordinator to ensure efficient daily office operations.
• Assist with answering incoming calls, directing inquiries, taking messages, and providing administrative support as needed.
• Manage office vendors, service contracts, and facility-related services.
• Coordinate office maintenance, security systems, telecommunications, and building services.

• Coordinate personal construction projects and manage vendor relationships.
• Schedule regular building maintenance as needed.
• Support operational projects as requested.
• Provide assistance to other executives as needed.
• Maintain property insurance documentation and assist with incident report tracking.
• Support office management functions as needed.
• Manage hauling and pest control scheduling and communication across properties.
• Coordinate T-Mobile service requests from properties.

• 5+ years of Executive Assistant experience supporting a senior executive,…