Executive Assistant to Chief Executive Officer

Executive Assistant to CEO

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About the Role

Executive Assistant to the CEO

As the Executive Assistant, you will serve as a trusted partner to the CEO—managing schedules, coordinating key initiatives, handling confidential matters, and ensuring seamless day-to-day operations.

Key Responsibilities

• Manage and prioritize the CEO’s calendar, including scheduling and coordinating appointments, meetings, and events.
• Anticipate and resolve scheduling conflicts to optimize the CEO’s time and productivity.
• Draft, edit, and proofread emails, memos, reports, and other correspondence on behalf of the CEO.
• Act as the primary liaison between the CEO and internal/external stakeholders, ensuring clear and timely communication.
• Coordinate and organize meetings—prepare agendas, gather materials, and ensure timely distribution to participants.
• Manage meeting logistics, including room setup, catering, and technology requirements for both in-person and virtual meetings.
• Arrange domestic and international travel, including flights, accommodations, and ground transportation; prepare detailed itineraries aligned with the CEO’s schedule.
• Handle sensitive and confidential information with discretion and professionalism.
• Organize and maintain both electronic and hard-copy filing systems for efficient information retrieval.
• Provide support on special projects and initiatives as assigned by the CEO.
• Collaborate with other executive assistants and team members for seamless coordination across departments.
• Foster positive relationships with internal and external stakeholders, representing the CEO professionally.
• Oversee office drivers and car scheduling; coordinate personal errands or tasks when required.

Qualifications

• Bachelor’s degree preferred.
• 5+ years of experience as an Executive Assistant, preferably supporting senior leadership or a CEO.
• Excellent organizational, time-management, and multitasking skills.
• Strong written and verbal communication abilities.
• Proficiency in Microsoft Office Suite and virtual collaboration tools (Teams, Zoom, etc.).
• High level of discretion, professionalism, and integrity.
• Ability to anticipate needs and take initiative in a dynamic work environment.

Why Join Us

• Opportunity to work directly with top leadership and contribute to high-impact initiatives.
• Dynamic and collaborative work culture.
• Competitive compensation and benefits package.

If you’re a resourceful, detail-oriented professional who thrives in a fast-paced executive environment, we’d love to hear from you!

Apply now via LinkedIn or send your CV to hrexecutive@gubbagroup.com