Executive Assistant to Chief Executive Officer

The Executive Assistant to the CEO performs high-level administrative duties to optimize the CEO’s time management, operational efficiency, and daily schedule. This role is heavily focused on complex calendar orchestration, logistics management, and proactive prioritization. The Executive Assistant may also manage specific programs, workflows, and internal processes on behalf of the CEO.

Responsibilities and Expectations

• Calendar Optimization: Architect, maintain, and protect the CEO’s master schedule. Ensure adherence to timeframes, evaluate meeting requests, and resolve scheduling conflicts proactively.
• Travel Logistics Management: Coordinate end-to-end travel arrangements, build detailed itineraries, and sync logistics with internal team members or external partners traveling with the CEO. (Note: This role is desk-based and likely does not require accompanying the executive on travel.)
• Communications & Triage: Manage incoming phone calls and triage the CEO’s inbox. Prioritize communications based on stakeholder hierarchy (Clients, Business Partners, Internal Leadership) and flag urgent items.
• Meeting Preparation: Coordinate logistics for upcoming meetings, notify attendees of schedule adjustments, and aggregate necessary briefing materials or digital dashboards in advance.
• Meeting Intelligence: Attend internal meetings to maintain deep situational awareness of company operations, capture action items, and brief the CEO on critical updates.
• Project Tracking: Follow up with department managers to ensure action items from executive meetings are completed on time. [1]
• Process Tracking: Monitor and execute standard operational tracking procedures (e.g., STS systems).

Competencies

• Adheres to Safeguard’s core values and competencies
• Customer Service = Resolution;
• Team Work
• Integrity
• Adaptability
• Problem Solving
• Job Knowledge
• Sense of Urgency
• Decision Making

Qualifications and Requirements

• Experience: 5–10 years of experience as an Executive Assistant to a CEO or C-suite executive.
• Technical Skills: Advanced proficiency in modern enterprise software, including Google Workspace, Microsoft 365, and sophisticated calendar/scheduling tools.
• Modern Efficiency Tools: Experience leveraging AI productivity tools (such as meeting transcribers, AI note-takers, or automation workflows) to capture notes and streamline administrative tasks.
• Communication: Exceptional verbal and interpersonal communication skills for stakeholder management.
• Education: High School diploma or equivalent.

Benefits: Comprehensive benefits including group medical, dental and vision along with life, disability, legal assistance and supplemental insurance.