Executive Assistant to CEO

Key Responsibilities

• Manage a complex, constantly evolving bicoastal calendar, balancing internal leadership responsibilities, board commitments, travel, speaking engagements, and external meetings
• Anticipate scheduling conflicts and competing priorities, proactively identifying solutions and optimizing the CEO's time and focus
• Serve as a trusted liaison between the CEO and internal and external stakeholders, including senior leadership, board members, authors, agents, business partners, and industry leaders
• Cook up extensive domestic and international travel, including detailed itineraries, accommodations, logistics, and last-minute changes
• Prepare briefing materials, presentations, reports, and other supporting documents for meetings, board sessions, speaking engagements, and public appearances
• Draft, edit, and manage correspondence on behalf of the CEO
• Monitor key initiatives and follow-through across the organization to ensure timely execution and alignment with CEO priorities
• Organize and support executive meetings, including agendas, materials, notes, and follow-up coordination
• Partner closely with the Chief of Staff and leadership team on strategic projects and company-wide initiatives
• Handle highly confidential information with professionalism, discretion, and sound judgment
• Aid with special projects, events, and company initiatives as needed

Qualifications

• 8+ years of experience supporting a CEO, senior executive, founder, or business leader in a complex, fast-paced environment
• Proven ability to manage competing priorities, shifting schedules, and high-volume communications with exceptional attention to detail
• Demonstrated ability to build credibility and strong working relationships with senior executives, external partners, and high-profile stakeholders
• Exceptional organizational, project management, and time management skills
• Strong written and verbal communication abilities
• Ability to anticipate needs, think several steps ahead, and operate with minimal direction
• Comfortable working in a fast-paced, evolving environment with changing priorities
• Experience in publishing, media, entertainment, technology, consumer, or other fast-paced industries is preferred

Technical Capabilities

• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)
• Google Workspace (Docs, Sheets, Slides, Calendar, Drive)
• Experience with project management and collaboration tools such as Asana, Monday.com, Trello, or similar platforms
• Familiarity with CRM systems such as Salesforce or HubSpot
• Experience with document management systems and cloud-based file organization
• Strong spreadsheet and data management skills, including the ability to organize, summarize, and present information clearly
• Ability to troubleshoot minor technical issues and coordinate effectively with IT support teams

Key Attributes

• Highly organized, detail-oriented, and dependable
• Calm under pressure and skilled at solving problems in real time
• Professional, adaptable, resourceful, and resilient
• Strong interpersonal skills with the ability to build relationships across all levels of an organization
• Exercises excellent judgment and discretion in handling sensitive matters
• Operates with a service mindset while confidently managing priorities and expectations
• Flexible and responsive to the needs of a bicoastal executive with an active travel schedule