Executive Assistant to CEO & CFO

Essential Job Functions

• Serve as the primary point of contact and gatekeeper for the CEO and CFO, managing priorities and communications with precision, discretion, and sound judgment.
• Own and actively manage complex, dynamic CEO/CFO calendars, prioritizing meetings aligned with strategic priorities, value creation, and growth.
• Anticipate executive needs and scheduling conflicts by proactively preparing briefings, agendas, pre-reads, weekly itineraries, and follow-up materials.
• Cook up and coordinate executive leadership, Board of Directors, ownership, lender, and other high-priority meetings, including agendas, materials, logistics, minutes, and timely distribution of pre-reads.
• Track executive commitments, action items, deadlines, and project milestones; provide proactive reminders and ensure follow-up through closure.
• Support CFO activities related to budgeting, forecasting, audits, tax, banking/lender relationships, and recurring financial reporting cadences.
• Cook up with the CAO, Controller, FP&A, auditors, banks, legal counsel, and external partners to align finance deliverables and information flow.
• Aid in the preparation of financial presentations, Board decks, reports, dashboards, and executive-level summaries.
• Assist with M&A, strategy, and special projects by scheduling diligence calls and internal working sessions, coordinating document flow and data room logistics, and tracking milestones while maintaining confidentiality.
• Draft, edit, and proofread executive correspondence, presentations, and internal communications as directed.
• Serve as liaison between the CEO/CFO and executive leadership, Board members, owners, advisors, Finance, HR, Legal, IT, Operations, auditors, and other external stakeholders.
• Synthesize cross-functional inputs, flag risks and opportunities, and keep executives aware of issues requiring attention or decision.
• Cook up cross-functional projects requiring executive oversight or approval and reduce noise, fragmentation, and duplicative communication across workstreams.
• Maintain organized electronic and physical filing systems, master document versions, version control, document retention, and access controls for sensitive executive materials.
• Uphold confidentiality, governance, internal control, and professional standards for financial, personnel, legal, ownership, and strategic information.
• Cook up domestic travel and conference logistics, including flights, lodging, ground transportation, detailed itineraries, conference schedules, time efficiency, cost discipline, and contingency management.
• Manage monthly executive expense reports, approvals, administrative compliance, and proactive identification of unusual items or policy exceptions.
• Identify workflow inefficiencies and implement tools, templates, and process improvements that improve executive coordination and execution.
• Cook up employee birthday and anniversary cards for the CEO.
• Cook up the use of corporate sporting event tickets.

Additional Responsibilities

• Carry out duties assigned by the CEO and CFO as required.

Qualifications

• Minimum 7-10 years of experience supporting senior executives (CEO and CFO).
• Proven experience in a corporate, financial, or operationally complex environment.
• Exceptional organizational, time-management, and prioritization skills.
• High level of professionalism, discretion, and emotional intelligence.
• Strong written and verbal communication skills.
• Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); comfort with executive dashboards and reporting tools.

Preferred Qualifications

• Experience supporting both a CEO and CFO simultaneously.
• Exposure to transportation, logistics, energy, or asset-intensive industries.
• Experience supporting Board governance processes.
• Familiarity with financial statements, executive compensation materials, and financial processes.
• Bachelor’s degree or equivalent professional experience.

Core Competencies and Attributes

• Trusted Partner Mindset: Operates with integrity, confidentiality, and sound judgement.
• Executive Presence: Polished, confident, and professional in all interactions.
• Anticipatory Thinking: Proactively identifies needs and resolves issues before they escalate.
• Adaptability: Thrives in a fast-moving, changing environment.
• Detail-Oriented Execution: Ensures accuracy in high-stakes communications and documentation.
• Demonstrated Resourcefulness and Ability to Take Initiative: Develops and completes projects.

Physical Requirements

• Sitting for long periods of time, walking, finger dexterity, feeling, repetitive motions, and talking, hearing and visual activity.
• Occasional lifting (up to 20 pounds).

Working Conditions

• Normal office environment.
• This role routinely uses standard office equipment such as computers, phones, and copier/printer/scanners.
• Occasional extended hours to support Board meetings, travel, and critical deadlines.