Executive Assistant to Chief Executive Officer

Executive Assistant to the CEO

Location: Tampa, Florida

Position Type: Full-Time, exempt W2 Employee

Work Arrangement: Primarily On-Site with Limited Hybrid Flexibility

Travel Required: Domestic and International Travel Required

Reports To: Chief Executive Officer

Administrative Oversight: General Manager

Salary Range: $45,000 – $85,000, commensurate with experience

Grey Bull Rescue is a veteran-led, donor-funded international rescue organization headquartered in Tampa, Florida. Our mission is to rescue and evacuate American citizens and allies from conflict zones, denied areas, natural disasters, and other high-risk environments worldwide.

We operate globally, often in places where traditional government and humanitarian organizations cannot. Our work requires professionalism, adaptability, discretion, integrity, and a commitment to action when lives are on the line.

Grey Bull Rescue is built around a simple mission:

Save American lives anytime, anywhere, under any conditions, at the SPEED OF NEED.

Grey Bull Rescue is seeking a highly organized, proactive, intelligent, and professional Executive Assistant to support the CEO.

The Executive Assistant serves as a trusted administrative partner, helping manage communications, scheduling, travel, speaking engagements, events, media appearance logistics, and day-to-day executive operations. This role requires exceptional attention to detail, strong judgment, and the ability to manage competing priorities in a fast-moving and often stressful environment.

The successful candidate will be comfortable working behind the scenes to ensure the CEO remains focused on advancing the organization’s mission and strategic priorities.

This is NOT a traditional 9-to-5 administrative role. The nature of our work occasionally requires flexibility, responsiveness, and the ability to adapt quickly when priorities change.

The Executive Assistant will routinely handle sensitive, confidential, and privileged information involving rescue operations, donors, sponsors, media appearances, government stakeholders, and organizational leadership. Absolute discretion, sound judgment, integrity, and the ability to maintain confidentiality are essential requirements of this role.

This role requires regular local travel throughout the Tampa Bay area and occasional transportation-related support for executive meetings, events, and organizational activities. Frequent domestic and international travel should also be expected.

The Executive Assistant is responsible for ensuring the CEO is where he needs to be, when he needs to be there, fully prepared and equipped for success.

• Monitor and manage the CEO’s email inbox and communications.
• Prioritize correspondence and identify matters requiring immediate attention.
• Draft, edit, and proofread correspondence on behalf of the CEO.
• Screen incoming calls and communications.
• Maintain contact databases and stakeholder records.
• Ensure timely follow-up on CEO-related meetings, requests, and commitments.

• Manage a complex and dynamic executive calendar.
• Coordinate meetings, appointments, conference calls, and events.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare daily and weekly briefing materials.
• Ensure the CEO is fully prepared for meetings and engagements.

• Coordinate domestic and international travel arrangements.
• Prepare detailed itineraries and travel packages.
• Manage travel changes and logistical challenges.
• Travel with the CEO when required to support organizational priorities and events.
• Coordinate accommodations, transportation, registrations, and related logistics.