Executive Assistant

Executive Assistant to CEO – Multi-Company OperationsPosition Overview

We are seeking an exceptionally organized, tech-savvy, intuitive, and highly motivated Executive Assistant to support the CEO of multiple companies.

This is a fast-paced, high-responsibility position for someone who can manage a significant amount of information, keep multiple priorities moving forward, and serve as a highly effective communication link between the CEO, leadership, employees, and various teams.

The ideal candidate is a self-starter and problem solver who can anticipate what needs to happen next, stay ahead of deadlines, take excellent notes, communicate clearly, and keep the CEO organized and focused on the highest-priority goals.

This person must be comfortable working with technology and quickly learning new digital platforms, software, and systems. The ability to adapt to changing priorities and handle multiple tasks simultaneously is essential.

Key Responsibilities

• Manage the CEO’s daily calendar, schedule, meetings, appointments, and priorities.
• Coordinate meetings across multiple companies, teams, and time zones when necessary.
• Prepare for meetings by organizing schedules, information, documents, agendas, and relevant materials.
• Attend virtual meetings and confidently use Zoom, Microsoft Teams, Google Meet, and other digital meeting platforms.
• Take detailed, organized meeting notes and clearly document important decisions, action items, responsibilities, and deadlines.
• Follow up on action items to ensure commitments are completed and nothing falls through the cracks.
• Communicate with team members on behalf of the CEO and help ensure important information reaches the right people.
• Serve as a communication bridge between the CEO and company teams.
• Monitor and organize incoming information, requests, messages, and priorities.
• Help the CEO stay focused by identifying urgent matters, important deadlines, and items requiring immediate attention.
• Manage multiple projects and priorities simultaneously while maintaining organization and accuracy.
• Maintain organized digital files, documents, notes, calendars, and other business information.
• Assist with preparing reports, presentations, documents, spreadsheets, and other business materials.
• Research information, gather details, and provide the CEO with concise and organized summaries when requested.
• Identify problems before they become larger issues and proactively work toward solutions.
• Coordinate tasks and projects across different companies and departments.
• Handle confidential and sensitive business information with professionalism and discretion.
• Adapt quickly when schedules, priorities, meetings, or business needs change.
• Anticipate the CEO’s needs and take initiative without always waiting for instructions.
• Support special projects and other priorities as they arise.

Technology & Digital Skills

The ideal candidate must be extremely comfortable with technology and willing to learn new systems quickly.

You should be comfortable working with:

• Zoom and other video conferencing platforms
• Microsoft Teams
• Google Workspace
• Microsoft Office
• Email and digital communication platforms
• Digital calendars and scheduling systems
• Cloud-based file storage and document management
• Spreadsheets and presentations
• Project management and task-management software
• AI and other emerging business technologies
• Any new software or digital platform required by the CEO or companies

You do not need to know every system on day one, but you must be a fast learner who is confident figuring out technology independently.

Qualifications & Core Skills

• Previous experience as an Executive Assistant, Personal Assistant, Operations Assistant, Office Manager, or similar high-level administrative role preferred.
• Exceptional organizational and time-management skills.
• Outstanding written and verbal communication skills.
• Extremely strong attention to detail.
• Excellent note-taking and follow-up skills.
• Strong ability to process, organize, and prioritize large amounts of information.
• Excellent problem-solving and critical-thinking abilities.
• Highly tech-savvy and comfortable learning new software.
• Able to manage multiple priorities without becoming overwhelmed.
• Able to work independently and take initiative.
• Strong judgment and discretion when handling confidential information.
• Flexible and adaptable in a rapidly …