Executive Assistant to the CEO and CMO

Job description:

Executive Assistant to the CEO & CMO

Position Overview

We are seeking a highly organized, proactive, and professional Executive Assistant to provide direct support to both the Chief Executive Officer (CEO) and Chief Marketing Officer (CMO) across multiple growing businesses.

This individual will serve as a trusted partner to executive leadership, managing schedules, communications, projects, vendor coordination, and administrative operations. The ideal candidate is resourceful, detail-oriented, highly organized, and able to anticipate needs while maintaining professionalism and confidentiality.

Key Responsibilities

Executive Support

• Manage and coordinate calendars for both the CEO and CMO
• Schedule meetings, appointments, interviews, and conference calls
• Coordinate domestic and international travel arrangements, itineraries, and accommodations
• Prepare agendas, meeting materials, and follow-up action items
• Manage incoming communications and prioritize requests
• Draft correspondence, presentations, and reports on behalf of executive leadership

Administrative & Operational Support

• Track executive priorities, deadlines, and ongoing initiatives
• Coordinate cross-functional projects and ensure timely follow-up
• Maintain organized digital files, records, and company documentation
• Assist with event planning, conferences, and executive engagements
• Support recruiting activities, including interview scheduling and candidate communications

Accounts Payable & Vendor Coordination Qualifications Preferred

• Maintain an organized invoice and vendor payment tracking system
• Monitor incoming invoices and ensure proper routing for approval
• Coordinate with vendors regarding billing inquiries and payment status
• Track recurring expenses, subscriptions, memberships, and service agreements
• Prepare weekly accounts payable summaries for executive review
• Monitor contract renewal dates and vendor obligations

Qualifications

• 3+ years of executive support, administrative, or office management experience
• Exceptional organizational and time management skills
• Strong written and verbal communication abilities
• Ability to manage multiple priorities and competing deadlines
• High level of professionalism, discretion, and confidentiality
• Strong attention to detail and follow-through
• Proficiency with Google Workspace, Microsoft Office, Zoom, and project management platforms

Preferred Qualifications

• Experience supporting multiple executives simultaneously
• Experience in healthcare, marketing, professional services, or startup environments
• Experience coordinating vendors, invoices, or accounts payable processes

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person