Executive Assistant to CEO

About the role

A high-growth, mission-driven organization is seeking a high-caliber Executive Assistant to support its CEO. This is a high-urgency, high-visibility role for an experienced EA who can operate with minimal oversight and keep pace with an exceptionally fast-moving executive. The Executive Assistant will ensure the CEO is prepared, protected (confidentiality), and positioned to execute at the highest level. This position is on-site in Florida. Relocation is available for the right candidate. On‑site in Florida (no remote/hybrid). Candidate must be willing to relocate to Florida if not currently local.

Skills

• Highly intelligent with strong judgment and ability to keep up with a fast-paced CEO
• Execution-focused with strong bias for action and follow-through
• Tech-savvy and resourceful (independent problem-solver; able to learn systems quickly)
• Collaborative and humble; works effectively with peer administrative partners without “managing” them
• Exceptionally discreet and diligent with confidential materials and sensitive information
• Highly dependable, responsive, and available beyond standard hours when needed (CEO-level support)
• Calm under pressure, resilient, and comfortable with changing priorities
• Motivated by excellence and outcomes; does not require frequent praise/validation
• Strong proficiency with Microsoft Outlook and Teams
• Comfortable with PDF creation/editing and document handling
• Familiarity with travel and expense tools (e.g., Concur or similar) strongly preferred
• App-savvy and able to quickly solve logistics needs independently (travel changes, transportation, etc.)

Responsibilities

• CEO Support (Top Priority)
  • Manage a complex, rapidly changing calendar; coordinate meeting logistics and priorities with CEO approval for key scheduling decisions
  • Coordinate extensive CEO travel (primarily private travel with some commercial), including ground transportation, itineraries, and contingency planning
  • Prepare the CEO for meetings by assembling and printing materials/binders; ensure the CEO has what she needs before every meeting
  • Support travel-related expense processes and documentation
• Board & Committee Support
  • Serve as primary coordinator for quarterly Board of Directors meetings and committee meetings (e.g., Audit, Compensation, Governance)
  • Manage logistics for board members, including travel, hotels, meals, materials distribution, and follow-up
  • Support quarterly in-person board meetings (primarily in Florida with occasional out-of-area locations)
  • Partner with other administrative team members as needed for board retreats/events while remaining the lead coordinator
• Executive Team Support
  • Attend executive meetings (approximately twice per week) to take notes, track action items, and drive follow-up
  • Maintain agendas, action plans, and coordination for leadership meeting deliverables
  • Coordinate with senior leaders primarily through their administrative partners as appropriate
• Operational Expectations
  • High independence is required. The CEO will not provide extensive step‑by‑step guidance on tools or processes. The EA must proactively find answers and execute.
  • A high sense of urgency is essential. The CEO expects proactive planning (e.g., transportation and logistics are arranged without being explicitly reminded).
  • Flexibility is required: occasional early mornings, late evenings, and responsiveness outside business hours may be necessary, especially around travel and board activity.
• Confidentiality & Professionalism
  • Maintain strict confidentiality across CEO matters, executive topics, board communications, and sensitive documents
  • Demonstrate flawless discretion with printed materials, meeting notes, and confidential information
  • Present a polished,