Executive Assistant to Chairman & CEO

Responsibilities

• Manage the CEO’s calendar, including meetings, calls, appointments, events, and recurring commitments.
• Prioritize requests based on business importance, urgency, and strategic value.
• Resolve calendar conflicts and ensure the CEO has appropriate transition time between commitments.
• Coordinate across multiple time zones for domestic and international meetings.
• Build in preparation time, travel time, follow-up time, and focus blocks where needed.
• Serve as a primary point of contact for internal and external stakeholders.
• Screen, prioritize, and route e-mails, calls, meeting requests, and inquiries.
• Draft, edit, proofread, and send correspondence on behalf of the CEO when authorized.
• Track important messages requiring CEO attention or response.
• Use discretion and judgment when determining what should be escalated, delegated, or deferred.
• Work in partnership with the Chief of Staff to ensure the timely development and review of high-quality agendas, presentations, briefing materials, reports, talking points, and supporting documentation for executive meetings and engagements.
• Capture notes, decisions, action items, and next steps when requested.
• Follow up with responsible parties to ensure commitments are completed on time.
• Maintain awareness of open items and upcoming deadlines connected to the CEO’s priorities.
• Arrange domestic and international travel, including flights, lodging, ground transportation, visas, itineraries, and contingency plans.
• Prepare detailed travel packets with schedules, contacts, confirmations, meeting locations, and relevant background information.
• Coordinate executive events, off-sites, dinners, receptions, town halls, board-related activities, and stakeholder visits.
• Anticipate logistical risks such as tight connections, weather delays, security requirements, or schedule changes.
• Partner with internal teams, travel providers, security, facilities, and event staff as needed.
• Create, edit, organize, and maintain executive documents, presentations, reports, correspondence, and reference files.
• Maintain accurate filing systems for quick retrieval of key materials.
• Track approvals, signature requests, governance materials, and executive documentation.
• Ensure records are handled according to company policy, confidentiality requirements, and retention standards.
• Support audit readiness by keeping documentation organized and complete.
• Maintain professional relationships with Executive Team, board members, senior leaders, external partners, customers, government contacts, community representatives, and other key stakeholders.
• Coordinate introductions, follow-ups, meeting logistics, and background preparation.
• Represent the CEO’s office with professionalism, responsiveness, and discretion.
• Help ensure a consistent and polished experience for anyone engaging with the CEO’s office.
• Track deadlines, deliverables, and outstanding decisions connected to the CEO’s priorities.
• Maintain action logs, follow-up trackers, project lists, and status updates.
• Coordinate with executives and teams to collect updates and keep work moving.
• Anticipate bottlenecks and escalate issues appropriately.
• Support special projects, confidential assignments, and ad hoc requests as needed.
• Protect confidential business, personal, legal, financial, personnel, and strategic information.
• Use sound judgment when handling sensitive communications, company announcements, and private matters.
• Understand what can be shared, what must remain confidential, and when legal, HR, compliance, security, or communications teams should be consulted.

Requirements

• Advanced computer skills (Outlook, Excel, Power Point, MS Word, etc.) and operation of other related programs, including advanced knowledge of Workday, Concur and Ariba.
• Exceptional organization, prioritization, and attention to detail.
• Strong written and verbal communication skills.
• High discretion, confidentiality, and emotional intelligence.
• Ability to anticipate needs and solve problems proactively.
• Comfort working in a fast-paced, high-pressure executive environment.
• Professional judgment when interacting with senior leaders and external stakeholders.
• Flexibility to support urgent changes, shifting priorities, and occasional after-hours needs.