Executive Assistant

Overview

Our client is seeking an experienced and highly organized Executive Assistant to provide direct, high-level support to our CEO. This role requires exceptional communication skills, a proactive mindset, and the ability to thrive in a fast-paced, high-energy environment. The ideal candidate will be a confident professional capable of managing competing priorities, conducting in-depth research, and ensuring that the CEOs time and focus are fully optimized for strategic decision-making.

Key Responsibilities

Administrative & Scheduling

- Manage the CEOs calendar schedule, prioritize, and coordinate meetings and events.

- Ensure the CEO is fully prepared for all commitments with relevant materials, agendas, and briefings.

- Coordinate complex travel arrangements and itineraries.

Communication & Correspondence

- Serve as the primary point of contact for the CEO, managing calls, messages, and emails with discretion and professionalism.

- Draft, proofread, and manage correspondence, documents, and any other relevant documentations.

- Maintain strong working relationships with clients, partners, and internal team members.

Operational & Project Support

- Oversee to-do lists, checklists, and project tracking tools (e.g., Buildertrend, Click Up) and ensure timely follow-ups.

- Develop structured plans and action steps for projects and track execution.

Research & Information Management

- Conduct in-depth research on business topics, industry trends, and other areas of interest to the CEO.

- Source accurate, reliable information and organize it into clear, concise, and actionable formats.

- Summarize findings in presentations, spreadsheets, or reports for quick CEO review.

Meeting & Event Coordination

- Organize internal and external meetings, ensuring all logistics are handled.

- Take accurate meeting notes and track follow-up actions.

Executive-Level Assistance

- Anticipate needs and proactively resolve potential issues.

- Ensure the CEO stays on track with commitments, deadlines, and strategic initiatives.

Qualifications

- Minimum 5 years experience as an Executive Assistant or Chief of Staff supporting senior executives.

- Exceptional English communication skills both written and verbal.

- Strong organizational, time management, and multitasking abilities.

- Resilient personality and ability to work effectively with a high-energy leadership style.

- Advanced technical skills, including:

- Microsoft Excel (data organization, analysis, charts)

- Microsoft Word (professional formatting, reports)

- AI tools (prompting, summarizing, drafting, and research assistance)

- Proficiency with productivity and project management software (Buildertrend, Google Workspace, MS Office Suite).

- High discretion in handling sensitive information.

- Ability to work under pressure and adapt to changing priorities.

Personal Attributes

- Highly resourceful, proactive, and solution-oriented.

- Exceptional judgment and decision-making ability.

- Strong research and analytical thinking skills.

- Professional, polished, and confident demeanor