Executive Assistant

About the role

This Executive Assistant role provides direct support to senior leadership, working closely with other EAs in the CEO office. The position requires understanding the dynamics of a Co-CEO leadership structure, coordinating responsibilities, and ensuring consistent executive support. Success in this role means proactively managing executive needs and maintaining smooth operations across leaders.

A core responsibility involves managing an intricate and frequently changing executive calendar, balancing various priorities, and making decisions on behalf of the CEO. This includes coordinating meetings, handling logistics, and reviewing incoming requests to ensure executives have all necessary information. The role also prepares briefing materials for meetings, events, and travel, along with maintaining organized records of projects.

The position also manages all aspects of domestic and international travel, including commercial and private aircraft, ground transportation, accommodations, and visas. This includes acting as the primary contact for private aviation providers and adjusting logistics in real-time for unforeseen circumstances. Additionally, the role coordinates cross-functional projects and events, tracks tasks and budgets, and processes expense reports.

The annual salary range for this position is between $72,600 and $145,200.

Skills that matter here

• Google Suite: This role requires proficiency in Google Suite for managing calendars, documents, and communications.
• MS Office Suite: The Executive Assistant will use MS Office Suite for preparing documents, presentations, and data management.
• Adobe Suite: Familiarity with Adobe Suite is needed for various executive support tasks, potentially involving document preparation or review.
• MacOS: The role requires comfort and proficiency with the MacOS operating system for daily tasks.

Who this role suits

• Someone with over 10 years of experience supporting senior leadership, especially in a multi-executive or CEO office setting.
• A professional who excels at maintaining confidentiality and exercising discretion with sensitive information.
• An individual with strong organizational skills and exceptional attention to detail, capable of managing multiple priorities in a demanding environment.
• A person who can bring order to chaotic situations, remaining calm and proactive under pressure, with a strong sense of urgency.

From the employer

The opportunity

• Work in lockstep with other EAs within the CEO office, understanding the unique dynamics of a Co-CEO leadership model — sharing information, coordinating responsibilities, and maintaining seamless executive support across leaders.
• Build relationships with the broader team while acting as a gatekeeper for the executives; anticipate needs and potential issues before they arise, planning for multiple contingencies and implementing solutions with minimal direction.
• Manage an exceptionally complex and ever-changing executive calendar, balancing competing priorities and making thoughtful decisions on behalf of the CEO; coordinate meetings, handle logistics, manage competing deadlines, and review incoming requests to ensure they’re on the Executive’s radar with all necessary information.
• Prepare comprehensive briefing materials for meetings, speaking events, and travel, along with agendas, minutes, and organized records of key projects and initiatives.
• Coordinate all aspects of domestic and international travel — commercial and private aircraft, ground transportation, accommodations, visas, and customs requirements — and serve as the primary point of contact for private aviation providers, managing flight schedules, passenger manifests, and catering.
• Monitor travel plans proactively, adjusting logistics in real time to accommodate changing business priorities, weather events, operational delays, or other unforeseen circumstances.
• Coordinate cross-functional projects and events — including timelines, deliverables, stakeholder engagement, and partnering with events, security, and other teams — while identifying opportunities to streamline processes and enhance executive effectiveness.
• Track and oversee team tasks, budgets, and meeting schedules to ensure deadlines and deliverables are met, and support onboarding and ramp-up for new team members.
• Process expense reports, purchase orders, budget reconciliations, and receipts/invoices with accuracy and timeliness, along with additional duties as assigned.

What you bring

• 10+ years of proven experience as an executive assistant, administrative manager, or similar role supporting senior leadership, ideally within a CEO office or multi-executive leadership structure.
• Ability to maintain confidentiality, exercising discretion and professionalism when handling sensitive information.
• Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities in a fast-paced setting with strong personalities and demanding timeframes.
• Natural talent for improving processes and bringing order out of chaos, remaining calm during periods of disorganization.
• Strong sense of urgency when projects are assigned, with the ability to complete tasks quickly while anticipating the next one in short succession.
• Highly proficient with Google Suite, MS Office Suite, Adobe Suite, MacOS, and generally tech savvy.
• Familiarity with communications strategies, executive affairs, and leadership environments.
• Excellent written and verbal communication skills.
• Flexibility in approach — this business operates across all time zones.

Nice to haves

• Experience in budget tracking, travel coordination, event planning, and stakeholder engagement.
• Comfort working across multiple teams, time zones, and with external partners.
• A proactive, problem-solving mindset with a focus on efficiency.