Senior Executive Assistant to the CEO

About Our Client

Our client is transforming mental healthcare by eliminating barriers to access and providing personalized care, including therapy, coaching, and medication. They partner with organizations ranging from startups to Fortune 500 companies, delivering measurable ROI and being the only provider in their category with validated net savings. Backed by top investors and recent Series E funding, their valuation is in the billions, and they are expanding their mission to make mental healthcare accessible worldwide.

About The Role

Our client is a fast-paced, dynamic organization that values efficiency, excellence, and attention to detail. They are seeking an experienced and highly proactive Senior Executive Assistant to join their organization and provide comprehensive support to their CEO and Chief of Staff. Reporting to their Chief of Staff, you will play a critical role in managing the CEO’s calendar, coordinating meetings, and ensuring efficient communication within the organization.

The ideal candidate will possess excellent organizational skills, a sense of urgency, and the ability to optimize these leader’s schedules to create more bandwidth for strategic activities. This is an ideal position for an ambitious career Senior Executive Assistant who works well under pressure and senior management teams. In this capacity, the Senior EA will organize and coordinate external relations and may oversee special projects. The Senior EA must be creative and enjoy working within an entrepreneurial and mission driven environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, with exceptional written and verbal communication, administrative, and organizational skills.

What success looks like in this role:

• Calendar Management: Maintain schedule accuracy, measured by the number of missed or double-booked appointments;
• Meeting Effectiveness: Ensure agendas and necessary documents / materials are provided prior to a scheduled meeting

Responsibilities:

Proactive Support

• Anticipate the CEO’s needs and act proactively to address them, including preparing meeting materials, briefing documents, and agenda items in advance.
• Monitor deadlines and follow up on action items, ensuring timely completion of tasks and facilitating effective decision-making.
• Availability to be reached in and outside of regular working hours

Calendar Management

• Proactively manage the CEO’s calendar, including scheduling, prioritizing appointments, and coordinating all internal and external meetings.
• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up with intention.
• Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated and informed.
• Anticipate the CEO’s needs in advance of meetings, conferences, etc. and proactively identify ways to meet those needs.
• Optimize the CEO’s schedule to create more time for strategic initiatives by efficiently managing conflicting priorities and minimizing time conflicts.
• Work with the Chief of Staff to support planning for CXO monthly meetings, Executive Leadership team meetings and offsite meetings throughout the year.

Communication and Correspondence

• Act as a liaison between the CEO and internal/external stakeholders, handling correspondence, emails, and phone calls with professionalism and confidentiality.
• Provide a bridge for smooth communication between the leaders and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Draft, proofread, and edit various business documents, including memos, reports, presentations, and emails, ensuring accuracy and clarity.

Travel and Logistics

• Arrange complex travel itineraries, including flights, accommodations, ground transportation, and visas, considering the leader's preferences and optimizing travel efficiency.
• Coordinate logistics for meetings, conferences, and events, both onsite and offsite, ensuring smooth execution and providing necessary support.

Information Management

• Organize and maintain confidential and sensitive information, documents, and files, ensuring easy accessibility and efficient retrieval.
• Display discretion in handling highly confidential information on behalf of the leaders.
• Conduct research, gather data, and prepare reports and presentations to support the CEO’s decision-making process.

Personal Tasks for your Leader

• Perform delegated tasks, such as maintaining their appointment calendar and household staff
• Anticipate your leader’s personal needs while adeptly addressing unexpected situations

Requirements:

• 10+ years of previous experience as an Executive Assistant supporting C-level executives or senior management.
• Ability to coordinate effectively with in-person and remote executives and team members
• Exceptional organizational skills with the ability to multitask and prioritize tasks in a fast-paced environment.
• Practices discretion and confidentiality when handling sensitive information.
• Proactive mindset and the ability to act with a sense of urgency, anticipating needs and taking proactive measures to support executives.
• Strong calendar management skills, adept at optimizing schedules and creating more bandwidth for strategic activities.
• Excellent written and verbal communication skills, with the ability to interact professionally and confidently with stakeholders at all levels.
• Proficiency and agility in computer skills, including Google suite (Docs, Sheets, Slides, Forms), database management, project management tools (Asana, Coda, Monday) and online collaboration tools (Slack).
• Strong attention to detail and accuracy, particularly in managing confidential information and preparing business documents.
• Ability to maintain composure and work effectively under pressure, handling high-stakes situations with professionalism.
• Flexibility and adaptability to changing priorities and demands, readily adjusting schedules and tasks as needed.

Benefits

• Employer sponsored 401(k) match for retirement planning
• Access to a weight management program, that’s tailored to your unique needs and goals.
• Access to fertility care support, in addition to reimbursement for related fertility expenses.
• Access to a service which provides sponsored child care, back-up care, and elder care
• Professional Development Reimbursement a year.
• Donation matching to support your favorite causes.
• A yearly allotment of no cost visits to the network of therapists, coaches, and medication management providers for you and your dependents.
• They offer competitive paid time off policies including vacation, sick leave and company holidays.
• At 6 months tenure, they offer parental leave for birthing parents and for non-birthing parents.
• Access to a platform which connects employees to the best options for fitness, mindfulness, nutrition, and sleep in one subscription
• Health, Dental, Vision benefits start on your first day. You and your dependents also receive access to accounts HSA and FSA plans are also available.