Executive Assistant

About the role

CubX Inc. is seeking an Executive Assistant to support the CEO in a dynamic, entrepreneurial environment. The role involves aligning priorities, driving execution, and serving as a bridge between leadership, staff, clients, and partners.

Responsibilities

• Act as the CEO's right hand to align priorities and drive execution across all business and personal matters
• Proactively anticipate needs, solve problems, and manage day-to-day workflow
• Protect and manage the CEO's calendar, triage issues, and filter distractions
• Act as the operational gatekeeper for the CEO by protecting priorities, identifying distractions, and ensuring focus remains on high-impact initiatives
• Recognize issues, bottlenecks, or interpersonal dynamics early and proactively help drive resolution
• Maintain awareness of key company initiatives, leadership priorities, and organizational developments to ensure alignment and follow-through
• Coordinate complex domestic and international travel, itineraries, and logistics for meetings, events, and VIP client experiences
• Prepare briefing packets, agendas, talking points, and background research for executive meetings
• Attend meetings, take notes, capture action items, produce summaries, and ensure follow-through and accountability across teams
• Drive accountability by following up with leadership and department heads to ensure commitments and action items are completed
• Manage inbound communications and draft responses, presentations, and internal communications on behalf of the CEO
• Serve as liaison between the CEO, staff, clients, vendors, and partners
• Handle sensitive and confidential conversations, situations, and information with maturity and sound judgment
• Support office coordination, including supplies, deliveries, vendors/maintenance, conference rooms, team lunches, and internal events
• Aid in onboarding logistics in collaboration with HR and IT
• Help maintain a polished, professional, and high-performing office environment that reflects company culture and leadership standards
• Maintain confidentiality, manage expense reports and vendor relationships, and support special projects
• Create systems and processes to improve executive efficiency and track priorities and deadlines across departments
• Assist with executive recruiting, interview coordination, and leadership reporting
• Step into ambiguous situations, identify what needs to be done, and take ownership without requiring detailed instruction

Requirements

• 4+ years of Executive Assistant experience supporting senior leadership, including 2+ years directly supporting a CEO, founder, or C-suite executive
• Proficiency with Microsoft 365 (Outlook/Calendar, Word, Excel, PowerPoint, Teams) and experience using AI tools to enhance administrative productivity
• Experience managing complex executive calendars across multiple priorities
• Experience working in fast-paced, high-growth, or entrepreneurial environments
• Ability to anticipate needs and proactively solve problems with minimal direction
• Experience acting as a liaison between an executive and internal teams as well as external parties (clients, vendors, partners)
• Experience preparing executive-facing materials such as briefing packets, agendas, talking points, and background research
• Exceptional organizational skills with the ability to manage multiple competing priorities without dropping details
• Prowess in reading situations and people well, exercising strong professional judgment, and communicating effectively across all levels of an organization
• Naturally proactive with a "figure it out" mentality and minimal need for oversight
• Comfortable operating in environments where priorities shift rapidly throughout the day
• Strong emotional intelligence, professional judgment, and outstanding written and verbal communication skills

Preferred Qualifications

• Experience coordinating complex domestic and international travel itineraries for a senior executive or CEO
• Experience supporting executive recruiting, interview coordination, and leadership reporting
• Background in office coordination, including supplies, vendors, conference rooms, and team events
• Experience with onboarding logistics in collaboration with HR and IT
• Experience supporting special projects and creating systems/processes to improve executive efficiency
• Experience managing expense reports, vendor relationships, and operational follow-through with strong attention to detail
• Experience in fast-paced, high-growth, entrepreneurial, or managed services environments
• Experience in information technology, professional services, or managed services industries
• Experience anticipating executive needs, prioritizing effectively, and operating with a high degree of autonomy
• Demonstrated ability to handle sensitive situations and confidential information with discretion and professionalism
• Strong executive presence and the ability to interact confidently with leadership, clients, vendors, and staff
• Prowess in remaining organized and composed while managing multiple competing priorities in high-pressure environments
• Experience traveling occasionally on an ad hoc basis to accompany the CEO