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Key Responsibilities and Required Skills for Executive Assistant to CEO

💰 $110,000 - $175,000

AdministrativeExecutive SupportCorporateOperations

🎯 Role Definition

As the Executive Assistant to the CEO, you are more than a support role; you are a strategic partner and the operational backbone of the executive office. You will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, acting as a gatekeeper, advisor, and problem-solver. Your primary mission is to amplify the CEO's productivity and impact by masterfully managing their complex schedule, anticipating needs, and facilitating seamless communication. This position requires an individual who is exceptionally organized, possesses high emotional intelligence, and can operate with an extreme level of discretion and proactivity in a dynamic, high-stakes environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Executive Assistant
  • Lead Administrative Assistant
  • Office Manager in a high-growth startup
  • Project Coordinator / Junior Project Manager

Advancement To:

  • Chief of Staff
  • Director, Special Projects or Strategic Initiatives
  • Business Operations Manager
  • Senior Manager, Executive Operations

Lateral Moves:

  • Investor Relations Manager
  • Corporate Event Manager
  • HR Business Partner

Core Responsibilities

Primary Functions

  • Act as a strategic gatekeeper, managing the CEO's time and calendar with an understanding of business priorities to ensure their schedule is optimized for maximum impact.
  • Masterfully coordinate and manage a complex and ever-changing calendar, including scheduling meetings across multiple time zones with C-level executives, board members, investors, and key partners.
  • Arrange and orchestrate complex international and domestic travel itineraries, including flights, accommodations, ground transportation, and visa requirements, ensuring a seamless travel experience.
  • Plan, coordinate, and execute logistics for key leadership meetings, board meetings, investor calls, and executive off-sites, including agenda creation, material preparation, and minute-taking.
  • Prepare and edit high-level correspondence, confidential documents, reports, and presentations for internal and external audiences, ensuring accuracy and brand consistency.
  • Manage and prioritize the high volume of incoming communications, including emails and calls, triaging requests, and responding on behalf of the CEO when appropriate.
  • Serve as a key liaison and communication conduit between the CEO's office and other executives, departments, employees, and external stakeholders, ensuring clarity and alignment.
  • Handle the processing and submission of expense reports, invoices, and purchase orders, and assist in managing the budget for the CEO's office.
  • Conduct in-depth research and compile briefing documents to prepare the CEO for meetings, speaking engagements, and interviews.
  • Lead and manage a variety of special projects and strategic initiatives as delegated by the CEO, from conception through to completion.
  • Maintain an impeccable level of confidentiality and discretion in handling sensitive company, personnel, and financial information.
  • Proactively anticipate the CEO's needs and address them, looking for opportunities to create efficiency and improve processes within the executive office.
  • Build and maintain strong, trust-based relationships with key internal and external stakeholders, acting as a credible and reliable representative of the CEO.
  • Provide comprehensive support for board-related activities, including the preparation and distribution of board books, meeting logistics, and communication with board members.
  • Draft, proofread, and finalize high-stakes communications, such as company-wide announcements, investor updates, and official statements.
  • Manage a system for tracking action items and follow-ups from meetings to ensure accountability and timely completion of deliverables.
  • Coordinate and manage personal appointments and tasks as needed to allow the CEO to maintain focus on business priorities.
  • Partner with IT, HR, and Facilities to resolve issues and ensure the executive office operates smoothly and efficiently.
  • Organize and execute company-wide events, employee town halls, and other cultural initiatives driven by the CEO's office.
  • Develop a deep understanding of the business, its strategy, and key players to make informed decisions and provide insightful support.

Secondary Functions

  • Provide ad-hoc support to the broader senior leadership team during peak periods or for collaborative projects.
  • Assist in the onboarding and integration of new C-level executives, helping them acclimate to the company culture and operational cadence.
  • Act as a cultural ambassador, championing company values and contributing to a positive and high-performance work environment.
  • Manage vendor relationships and office logistics specific to the executive suite, ensuring a professional and well-equipped workspace.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert-level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
  • Advanced mastery of Google Workspace (Gmail, Calendar, Drive, Docs, Sheets, Slides).
  • Extensive experience with modern travel booking and expense management software (e.g., Concur, TripActions, Expensify).
  • High proficiency with video conferencing platforms (Zoom, Google Meet) and collaboration tools (e.g., Slack, Asana, Notion).
  • Advanced presentation design skills, with the ability to create polished, professional decks in PowerPoint or Google Slides.
  • Strong technical aptitude and the ability to quickly learn new software and digital tools.

Soft Skills

  • Unwavering discretion and the ability to handle highly confidential information with absolute integrity.
  • Exceptional emotional intelligence, interpersonal savvy, and the ability to build rapport with diverse personalities.
  • Proactive, anticipatory mindset with a demonstrated ability to think steps ahead and identify and solve problems before they arise.
  • Superior written and verbal communication skills, with the ability to be clear, concise, and professional.
  • Impeccable organizational and time-management skills, with a talent for multitasking and prioritizing in a dynamic environment.
  • Remarkable grace under pressure, resilience, and a positive, "can-do" attitude when faced with challenges.
  • Meticulous attention to detail and a commitment to accuracy and excellence in all work.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent practical experience in a rigorous professional environment.

Preferred Education:

  • Bachelor's Degree in Business Administration, Communications, or a related discipline.

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Hospitality Management

Experience Requirements

Typical Experience Range:

  • 8-12+ years of progressive experience in an executive support role within a fast-paced, corporate setting.

Preferred:

  • At least 5 years of direct, dedicated experience supporting a C-Suite executive, preferably a CEO or President.
  • Experience in a high-growth technology, venture-backed, or publicly traded company is highly desirable.
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