Executive / Personal Assistant to the CEO

Executive / Personal Assistant to the CEO

**Varying Schedule (20-40 Hours/week) $30.00 per hour**

Position Overview

City Wide Protection Services is seeking an experienced, highly organized, discreet, and proactive Executive / Personal Assistant to the CEO.

This is a high-trust position supporting the CEO directly across both business and personal matters. The role requires exceptional organization, judgment, confidentiality, follow-through, and the ability to stay ahead of a fast-moving executive schedule.

The Executive / Personal Assistant will be responsible for managing the CEO’s communications, calendar, meeting preparation, travel and daily logistics, follow-up items, personal appointments, and confidential administrative matters.

Prior experience directly supporting a CEO, business owner, senior executive, or similar principal is strongly preferred.

Primary ResponsibilitiesExecutive Email Management

• Review the CEO’s inbox each morning, generally beginning around 8:00 or 9:00 AM
• Identify priority, time-sensitive, and actionable messages
• Separate routine or promotional email from communications requiring attention
• Identify invitations, events, meetings, and deadlines that should be added to the calendar
• Review FYI communications and prepare a concise daily summary for the CEO
• Continue monitoring email throughout the business day for urgent matters
• Track required responses and follow-up items

Calendar & Meeting Management

• Maintain and coordinate the CEO’s business and personal calendar
• Schedule meetings, appointments, events, and calls
• Prepare meeting agendas when appropriate
• Review agendas and invitations in advance and brief the CEO on attendees, purpose, location, and relevant details
• Coordinate meeting logistics, including directions, parking, valet availability, arrival instructions, and other necessary arrangements
• Maintain reminders and ensure the CEO is prepared for upcoming commitments

Meeting Notes & Follow-Up

• Attend meetings when requested
• Take clear and accurate meeting notes and minutes
• Identify decisions, assignments, commitments, and deadlines
• Maintain follow-up lists and track outstanding action items through completion

Professional experience taking meeting minutes and executive meeting notes is required.

Travel & Event Coordination

• Coordinate business and personal travel arrangements
• Prepare itineraries and related logistics
• Assist with reservations, transportation, accommodations, and scheduling
• Attend certain business, community, or professional events with the CEO when requested
• Provide on-site logistical support as needed

Personal & Executive Support

Responsibilities may also include:

• Medical and personal appointment scheduling
• Dry cleaning
• Prescription or pharmacy pickups
• Purchases and errands
• Document pickup and delivery
• Reservations
• Research assignments
• Vendor or service coordination
• Other business or personal administrative needs

The personal-assistant component is an expected part of the position.

Confidential & Financial Administration

The position will have access to highly sensitive personal and company information.

Responsibilities may include:

• Accessing and organizing executive accounts and records when authorized
• Assisting with requests for banking or financial documentation
• Monitoring requests for documents
• Maintaining confidential personal and business records
• Coordinating with banks, financial institutions, professional advisors, or vendors as directed

Absolute discretion and confidentiality are required. An NDA and confidentiality agreement will be required.

Qualifications

• Prior Executive Assistant, Personal Assistant, Chief of Staff support, or senior administrative experience
• Direct experience supporting a CEO, owner, or senior executive strongly preferred
• Demonstrated experience taking professional meeting notes and minutes
• Exceptional organizational and time-management skills
• Strong professional writing and verbal communication skills
• Excellent judgment and discretion
• Strong follow-through and attention to detail
• Ability to independently prioritize competing demands
• Comfortable handling both professional and personal assignments
• Proficiency with Outlook, calendars, Microsoft Office, Google Workspace, and digital document organization
• Strong research and problem-solving skills
• Valid driver’s license and reliable transportation

Exper…