Executive Assistant to the CEO

Position Overview

The Executive Assistant (EA) to the CEO provides direct administrative, operational, and organizational support to ensure the CEO’s time and priorities are effectively managed. The EA helps the CEO stay focused on strategic initiatives by managing communication, coordinating projects, assisting with follow-up, handling logistical details, and providing light research as needed.

This role supports both internal operations and external relationship-building, including scheduling, documentation, networking assistance, event support, presentation preparation, and occasional personal or corporate errands. The EA reports directly to the CEO.

Key Responsibilities

Administrative & Calendar Support

• Manage and maintain the CEO’s calendar, schedule, and email inbox; ensure priorities are clear and time is protected.

• Track CEO’s task system and provide proactive reminders for deadlines and meetings.

• Coordinate internal and external meetings, travel, and follow-up communication.

Networking, Sales Support (Light) & Community Presence

• Schedule networking coffees, lunches, and meetings with referral partners, prospects, and community members.

• Attend Chamber of Commerce or community networking events when requested to assist with logistics and support.

• Prepare materials, handouts, or follow-up notes related to networking activities.

• Draft follow-up messages or thank-yous in the CEO’s communication style.

• Document key relationship notes and pass them to marketing or sales staff for CRM updates.

• Coordinate follow-up for proposals and outreach emails sent by the CEO.

Meeting, Event & Documentation Support

• Schedule and prepare for leadership, operations, and finance-related meetings.

• Gather relevant documents, prepare agendas, and take notes to capture decisions and action items.

• Track goals and project progress across departments; circulate follow-up summaries.

• Monitor leadership team deliverables and deadlines (e.g., monthly reports) and send reminders or follow-up as needed.

• Assist in preparing PowerPoint presentations, internal training materials, and webinar content from CEO-provided outlines.

• Use AI tools (such as ChatGPT, Gamma, or PowerPoint Copilot) to draft slides, suggest visuals, or refine wording—subject to CEO approval.

• Assist with on-site events, including setup, materials preparation, guest coordination, and day-of logistics.

Corporate Finance & Research Support

• Assist CEO with administrative elements of corporate finance projects (collecting data, organizing files, preparing summaries).

• Conduct light research as directed (e.g., utilities changes, vendor comparisons, gathering documentation).

• Coordinate with accounting and finance team to ensure CEO-led financial projects stay on schedule.

Personal & Errand Support

• Handle occasional errands or tasks that reduce friction for the CEO (ordering meals, dropping off/picking up items).

• Support family or household coordination when needed (forms, scheduling, reminders).

• Track CEO work hours and prompt scheduling of time off when workload exceeds healthy thresholds.

Qualifications

• 3+ years of experience supporting executives or senior leadership.

• Strong written and verbal communication skills.

• Exceptional organizational skills and attention to detail.

• Comfortable using technology tools (Google Workspace, PowerPoint, CRMs, scheduling systems).

• Discreet, trustworthy, and professional at all times.

• Resourceful, curious, and confident with problem solving and light research.

• Comfortable representing the Firm in community or networking settings when delegated by the CEO.

Attributes for Success

• Anticipates needs before being asked.

• Brings calm, steady energy to a fast-paced environment.

• Enjoys keeping projects and details organized and moving.

• Thrives in a support role that blends administrative, operational, and relational work.

• Handles sensitive information with absolute discretion.

• Warm, professional presence suitable for community and partner-facing events.

Executive Assistant