Chief Executive Assistant

Position Description

As a Chief Executive Assistant, your goal is to provide high-level, confidential administrative support and anticipate the business needs of the CEO and CFO, acting as an integral and valued part of their teams.

You will do this by:

• Providing high-level administrative support to the CEO and CFO, including scheduling and coordinating meetings, travel (domestic and international), agendas, contact information and auxiliary materials

• Acting as primary point of contact for internal and external communications with the CEO and CFO through preparing, drafting, composing and editing incoming/outgoing correspondences, reports and other documents as requested while handling sensitive information with discretion

• Managing various projects in relation to the business support, ensuring projects are completed on time and within scope

• Answering incoming calls, taking messages, screening and handling routine items to facilitate timely resolution and efficient use of resources

• Creating presentations and materials for weekly/monthly/quarterly/annual updates in support of the CEO, CFO or other team members

• Facilitating executive and departmental meetings, including preparing agendas, tracking time, and action items and ensuring follow-up on key decisions and initiatives

• Coordinating office related invoices and expense reports and obtaining appropriate approvals per audit standards

• Acting as a trusted advisor for the leaders you support

• Serving as point of contact/lead for a variety of company or divisional activities including facilitating communication (in partnership with corporate communications), registration, and representation

• Maintaining the highest level of confidentiality and professionalism in all interactions

• Performing other duties as assigned

The above statements are intended only to describe the general nature of the job and should not be construed as an all-inclusive list of position responsibilities.

You are the kind of person who is/has:

• Demonstrated ability to manage and maintain confidentiality of highly sensitive company information, including “insider information”

• Ability to prioritize, understand and manage complex information and projects in a fast-paced, flexible work environment

• Advanced Microsoft Office and Google Workplace applications skills

• Advanced working knowledge of department functions and processes

• Advanced written and verbal communication skills at all levels of the organization, specifically senior executives

• Proven ability to manage multiple projects at one time, meeting all deadlines

• Excellent organizational skills with strong attention to detail

• Ability to take independent action and solve complex problems with limited involvement from others

• Fluent in English and primary language used in area of responsibility and/or location

Qualifications:

Required Qualifications and Experience:

• Bachelor's Degree in Business Administration or related degree with a minimum of 10 years of relevant work experience OR a High School Diploma/GED and at least 15 years of relevant work experience.

• Relevant work experience would be serving as a senior administrative or executive assistant with a minimum of five (5) years of experience providing direct, high-level support to C-suite executives, specifically a Chief Executive Officer (CEO) and/or a Chief Financial Officer (CFO).

• This experience should demonstrate a proven ability to manage complex schedules, handle sensitive and confidential information with discretion, and effectively support the strategic priorities of the company's top leadership.

Preferred Qualifications:

• Global Organization Support: Experience supporting leaders within a multinational or global organization is highly preferred. This includes familiarity with coordinating logistics, communications, and meeting times across different time zones and cultural contexts.

• Technology Proficiency: Demonstrated proficiency with cloud-based productivity suites, specifically experience using Google Workplace (formerly G Suite), is preferred. This includes expertise in Google Docs, Sheets, Slides, Calendar, and Gmail for efficient communication, document management, and scheduling.