Executive Assistant to Chairman & CEO

About this role

Job Description

The Executive Assistant (EA) to the Chairman & Chief Executive Officer (CEO) is a trusted high-impact facilitator who operates behind the scenes to maximize the CEO’s time, protect executive focus, and orchestrate the day-to-day operations of the executive office.  This role goes far beyond traditional administrative support; it demands a polished professional capable of managing both routine and high-stakes interactions with our company’s executive team, as well as external leaders across industry, government and media. Functioning as the primary gateway to the CEO's office, this highly visible role represents the company's executive brand daily, requiring exceptional emotional intelligence, flawless diplomatic tact, and the agility to navigate complex, fast-moving global environments.

The EA to the CEO is a critical enterprise guardian role requiring at least 10 years of administrative experience (including 5 years supporting senior executives). It demands a rare blend of masterful logistics control (calendar, travel, meetings), advanced tool proficiency (Workday, Concur, Ariba), and impeccable emotional intelligence to handle highly confidential enterprise matters.

Responsibilities include but may not be limited to:

1. Executive Calendar and Time Management • Manage the CEO’s calendar, including meetings, calls, appointments, events, and recurring commitments. • Prioritize requests based on business importance, urgency, and strategic value. • Resolve calendar conflicts and ensure the CEO has appropriate transition time between commitments. • Coordinate across multiple time zones for domestic and international meetings. • Build in preparation time, travel time, follow-up time, and focus blocks where needed.

2. Communications • Serve as a primary point of contact for internal and external stakeholders. • Screen, prioritize, and route e-mails, calls, meeting requests, and inquiries. • Draft, edit, proofread, and send correspondence on behalf of the CEO when authorized. • Track important messages requiring CEO attention or response. • Use discretion and judgment when determining what should be escalated, delegated, or deferred.

3. Meeting Preparation and Follow-Up • Work in partnership with the Chief of Staff to ensure the timely development and review of high-quality agendas, presentations, briefing materials, reports, talking points, and supporting documentation for executive meetings and engagements. • Coordinate meeting logistics, including location, virtual meeting links, attendees, materials, catering, and technology needs. • Capture notes, decisions, action items, and next steps when requested. • Follow up with responsible parties to ensure commitments are completed on time. • Maintain awareness of open items and upcoming deadlines connected to the CEO’s priorities.

4. Travel, Events, and Logistics • Arrange domestic and international travel, including flights, lodging, ground transportation, visas, itineraries, and contingency plans. • Prepare detailed travel packets with schedules, contacts, confirmations, meeting locations, and relevant background information. • Coordinate executive events, off-sites, dinners, receptions, town halls, board-related activities, and stakeholder visits. • Anticipate logistical risks such as tight connections, weather delays, security requirements, or schedule changes. • Partner with internal teams, travel providers, security, facilities, and event staff as needed.

5. Document, Records, and Information Management • Create, edit, organize, and maintain executive documents, presentations, reports, correspondence, and reference files. • Maintain accurate filing systems for quick retrieval of key materials. • Track approvals, signature requests, governance materials, and executive documentation. • Ensure records are handled according to company policy, confidentiality requirements, and retention standards. • Support audit readiness by keeping documentation organized and complete.

6. Stakeholder and Relationship Management • Maintain professional relationships with Executive Team, board members, senior leaders, external partners, customers, government contacts, community representatives, and other key stakeholders. • Coordinate introductions, follow-ups, meeting logistics, and background preparation. • Represent the CEO’s office with professionalism, responsiveness, and discretion. • Understand stakeholder sensitivities and tailor communication accordingly. • Help ensure a consistent and polished experience for anyone engaging with the CEO’s office.

7. Project and Priority Tracking • Track deadlines, deliverables, and outstanding decisions connected to the CEO’s priorities. • Maintain action logs, follow-up trackers, project lists, and status updates. • Coordinate with executives and teams to collect updates and keep work moving. • Anticipate bottlenecks and escalate issues appropriately. • Support special projects, confidential assignments, and ad hoc requests as needed.

8. Confidentiality, Judgment, and Professional Boundaries • Protect confidential business, personal, legal, financial, personnel, and strategic information. • Use sound judgment when handling sensitive communications, company announcements, and private matters. • Understand what can be shared, what must remain confidential, and when legal, HR, compliance, security, or communications teams should be consulted.

• Technical proficiency with calendar, e-mail, travel, expense, document, and collaboration tools. • Flexibility to support urgent changes, shifting priorities, and occasional after-hours needs.

Education: • Required: High School Diploma or equivalent • Preferred: Advanced education or certifications (e.g., Associate’s degree, Certified Administrative Professional, Project Management Professional Certification) 

Required Experience and Skills: • Ten (10) years of administrative experience including five (5) years of experience supporting a senior execut

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