Executive Assistant to the CEO

Job Summary

We are seeking a highly organized, proactive, and dependable Executive Assistant to support the CEO and help coordinate the company’s daily operations. This role requires exceptional attention to detail, strong Microsoft 365 skills, and the ability to manage schedules, coordinate reports, track deadlines, and handle confidential information with discretion.

The ideal candidate will serve as a trusted right hand to the CEO, anticipate needs, and follow assignments through to completion. After initial training on company procedures, the Executive Assistant must be able to work independently, take ownership of responsibilities, and manage competing priorities with minimal supervision.

Responsibilities

• Manage the CEO’s calendar, including meetings, appointments, travel arrangements, and scheduling priorities.
• Coordinate reports from assignment through completion by gathering supporting documents, following up with contributors, tracking deadlines, and preparing materials for the CEO’s review.
• Draft, format, proofread, and organize correspondence, reports, presentations, spreadsheets, and other business documents.
• Maintain task and project tracking systems, provide progress updates, and promptly bring delays or issues to the CEO’s attention.
• Prepare meeting agendas and materials, record action items, and follow up on commitments.
• Serve as a professional point of contact between the CEO, staff, clients, vendors, and outside contacts.
• Answer and screen calls, coordinate email communications, and ensure inquiries receive timely follow-up.
• Maintain organized electronic files, consistent naming conventions, current document versions, and confidential records.
• Coordinate company meetings and events, including scheduling, materials, and logistics.
• Arrange business travel, prepare itineraries, and organize expense documentation.
• Assist with routine bookkeeping, invoice processing, and data entry using QuickBooks or similar software.
• Support office operations, including supplies, filing, front desk coverage, and other administrative needs.
• Coordinate virtual meetings through Microsoft Teams or Zoom and assist with meeting setup.
• Handle sensitive client, investigative, personnel, and business information with professionalism and discretion.

Requirements

• Proven experience as an executive assistant or personal assistant supporting C-suite executives in a fast-paced environment.
• Strong organizational skills with the ability to prioritize tasks effectively while managing multiple projects simultaneously.
• Excellent written and verbal communication skills; capable of proofreading documents meticulously.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace applications, productivity software, and data entry tools.
• Technical proficiency with video conferencing platforms (Zoom, Microsoft Teams), multi-line phone systems, calendar management tools (Microsoft Outlook Calendar), and bookkeeping software (QuickBooks).
• Demonstrated ability to handle confidential information discreetly with integrity.
• Exceptional time management skills combined with a proactive approach to problem-solving.
• Experience organizing events from inception through execution; adept at managing logistics for meetings or large gatherings.
• Strong interpersonal skills; able to collaborate effectively with executives and team members across departments.
• Ability to prioritize multiple assignments, meet deadlines, and adapt to changing needs.
• Ability to work independently after initial training, while recognizing when clarification or approval is needed.
• Sound judgment, discretion, reliability, and consistent follow-through.
• Resourcefulness in resolving routine problems and willingness to learn company systems.

Join us as an Executive Assistant to the CEO if you thrive in a vibrant environment where your organizational prowess fuels our collective success! We value energetic professionals who are eager to contribute their skills in a role that is both challenging and rewarding—helping our leadership drive innovation while supporting our organizational goals every step of the way!

Pay: $30.00 - $38.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Flexible schedule
• Paid time off

Work Location: In person