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Position Summary:

The Senior Executive Assistant is a high-impact, trusted partner responsible for providing strategic and administrative support to the Chief Executive Officer. This role requires exceptional organizational skills, discretion, attention to detail, and the ability to manage complex priorities in a fast-paced, confidential environment. The Sr. Executive Assistant serves as a liaison between the CEO, Executive Leadership Council (ELC), and internal/external stakeholders, helping drive communication, efficiency, and alignment across the organization.

Key Responsibilities:

Executive & Administrative Support

Manage complex calendar activities including scheduling meetings, appointments, travel, and events. Prioritize and coordinate meeting requests to ensure efficient use of executive time. Send daily schedule updates via text, including key meetings, travel details, and priority items; revise as needed. Organize detailed travel plans, including commercial and private jet itineraries, lodging, and ground transportation. Monitor and triage high-volume email communications; flag and escalate priority messages. Maintain and organize digital files (SharePoint, OneDrive, etc.); assist in preparing and distributing meeting materials. Prepare and draft emails, memos, written summaries, and other forms of executive communication. Ensure the smooth operation of the executive office, including managing budgets and resources.

Strategic & Operational Support

Act as a strategic thought partner, understanding and helping manage business priorities. Coordinate and track follow-ups and action items from leadership and ELC meetings. Oversee and coordinate key projects, ensuring timelines and objectives are met. Conduct research, prepare executive summaries, and provide information and analysis for decision-making. Support the development of executive presentations, reports, board materials, and video communications. Maintain the company calendar, coordinate internal and external events, and lead or support special projects.

Communication Management

Serve as the primary point of contact between the CEO/Executive Team and internal/external stakeholders. Manage the flow of information and communication to and from the executive office. Represent the CEO in communications across the organization with discretion and professionalism. Coordinate messaging and updates to the Executive Leadership Council (ELC).

Meeting & Event Coordination

Schedule, plan, and execute high-level meetings, offsites, and special events including logistics, catering, and support materials. Support leadership training events by coordinating travel, materials, email reminders, and agendas. Attend meetings when requested; record accurate minutes and follow up on action items. Schedule and manage logistics for ELC meetings, calls, and food truck events as needed. Track ELC-related action items in collaboration with the CEO and relevant team members.

Document & Presentation Preparation

Prepare meeting agendas, board books, and PowerPoint presentations. Draft, review, and edit written communications, ensuring clarity and consistency. Organize supporting documentation for executive meetings and briefings. Summarize data and information into executive-ready reports.

Relationship & Stakeholder Management

Build and maintain positive relationships with internal leaders, board members, clients, and key external partners. Serve as a gatekeeper for the CEO, protecting time and aligning requests with strategic goals. Occasionally represent the executive team at community functions and special engagements.

Confidentiality & Trust

Act as a trusted advisor and confidante, often engaged in sensitive, confidential matters. Handle challenging situations with professionalism and discretion. Proactively address issues and find practical, strategic solutions.

Tech Savvy

Utilize a variety of platforms and tools including Microsoft Suite, Google Workspace, Zoom, Teams, and project management tools. Support the CEO and executive team with communication platforms, scheduling tools, and file-sharing systems. Troubleshoot minor tech issues and partner with IT for advanced support when needed.

Qualifications

Experience: 3+ years supporting C-level executives in fast-paced environments.

Education: Bachelor’s degree preferred, or equivalent experience.

Skills: Superior organizational and time-management skills. Exceptional communication (written and verbal). Strong judgment, integrity, and discretion. Adaptability, initiative, and problem-solving ability. Proficiency in Microsoft Office, Google Workspace, Zoom, Teams, and collaborative tools.

Key Competencies:

Executive presence and professionalism. Initiative and sound judgment. Relationship-building and diplomacy. Flexibility and resilience. Attention to detail and accuracy.

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