Executive Assistant to the CEO/Office Manager

Executive Assistant to CEO / Office Manager

The GRA Group is a boutique incentive travel company designing luxury group programs, executive retreats, and VIP experiences worldwide. We are seeking a highly organized, proactive, and detail-driven Executive Assistant to support the CEO while also overseeing day-to-day office operations. This is a high-trust, high-responsibility role for someone who thrives in a fast-paced, entrepreneurial environment. Travel coordination and inbox management are major components of this role, along with operational oversight of the office.

Executive Support

• Manage CEO calendar, scheduling, and shifting priorities
• Coordinate meetings across time zones
• Prepare materials for conferences, site inspections, and client meetings
• Track deadlines, contracts, and key deliverables
• Serve as a strategic right hand to the CEO

Email & Communication Oversight

• Review and triage high-volume inbox communications
• Prioritize urgent matters and escalate when appropriate
• Draft professional responses on behalf of the CEO
• Monitor client and hotel correspondence for deadlines and follow-up
• Maintain organized digital systems to ensure nothing is missed
• Strong judgment, discretion, and polished writing skills are essential

CEO Travel Coordination

• Work with our air specialist to coordinate the CEO’s domestic and international travel for conferences, site inspections, FAM trips, client meetings, and personal travel
• Coordinate flights, hotels, transfers, and ground transportation
• Manage airline credits, loyalty programs, and upgrades
• Prepare detailed itineraries with confirmations
• Monitor travel disruptions and proactively adjust plans
• Manage event registrations and travel-related deadlines

Office Management Responsibilities

• Oversee daily office operations and organization
• Maintain office and order supplies as needed
• Support team scheduling and coordination
• Help create structure in a growing, entrepreneurial business

Qualifications

• 3+ years experience supporting an executive
• Strong experience booking complex domestic and international travel
• Experience managing office operations
• Exceptional organizational skills and attention to detail
• Ability to manage multiple priorities calmly
• Highly discreet and trustworthy
• Strong written and verbal communication skills
• Tech-savvy and comfortable working in a digital environment

The Ideal Candidate

• Anticipates needs before they arise
• Thinks two steps ahead
• Creates order out of complexity
• Is calm, composed, and solution-oriented
• Takes pride in precision and follow-through

This is not a routine administrative role. It is a strategic support position within a travel-intensive business. The right candidate will be an operational partner who helps keep both the CEO and the office running seamlessly.

Job Types: Part-time, Contract

Pay: From $20.00 per hour

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Rocky River, OH 44116