Job Description
The Executive Assistant to the CEO provides high-level administrative support, managing complex schedules, travel, communications, and operational tasks to enable the CEO to operate effectively across a global, fast-paced environment.
Key Responsibilities
- Manage and coordinate the CEO's complex, high-priority schedule across multiple time zones
- Plan, arrange, and execute all travel logistics for the CEO, including itineraries and documentation
- Support the CEO's daily operations by managing communications, prioritizing requests, and preparing for engagements
- Serve as a primary point of contact for the CEO's office, ensuring organization, responsiveness, and discretion
- Prepare and track expense reports, manage timesheets, and coordinate contracts and approvals related to the CEO
Requirements
- Minimum of 11 years of experience supporting senior executives in high-demand, fast-paced environments, with demonstrated ability to operate with discretion, judgment, and autonomy.
- Ability to anticipate needs, navigate ambiguity, and make sound decisions in real time, with appropriate escalation to the Chief of Staff when needed.
- Ability to plan and execute with the end goal in mind, with strong attention to user experience and the ability to communicate the implications of changes.
- Total discretion with sensitive information in all contexts.
- Excellent relationship management skills, including understanding the needs, timelines, and treating stakeholders with dignity.
- Excellent project management skills, including coordinating across stakeholders, managing competing priorities, and driving execution with minimal oversight.
- Excellent verbal and written communication skills that are crisp, clear, and kind.
- Ability to remain calm when plans change or go awry.
- Ability to anticipate needs and identify challenges before they arise, and to solve for them or communicate barriers effectively.
- Ability to collaborate effectively with people across different geographies, backgrounds, and levels of seniority.
- Mastery of tech applications including Outlook, Word, Excel, PowerPoint, Gmail, and Zoom.
- Support for a CEO who travels approximately 60-70% of the year, including leading end-to-end travel planning and execution, understanding the CEO’s preferences, preparing comprehensive travel packs, maintaining real-time awareness of movements, and proactively adjusting plans as needed.
- Support in managing the CEO’s schedule, including designing and managing a dynamic, complex schedule that reflects the CEO’s highest priorities and broader organizational needs, and coordinating multiple requests across time zones.
- Coordinate and execute a seamless daily schedule, managing multiple simultaneous requests across time zones.
- Manage high-volume communications with discernment, helping prioritize, draft, and respond as appropriate to ensure clarity, timeliness, and efficiency.
- Prepare and track expense reports in a timely manner, review and advise on expense reports for the CEO and her direct reports in accordance with Acumen’s Travel Expense Policy, and manage CEO timesheets.
- Coordinate with Talent, Legal, and Finance on contracts, signatures, approvals, and related documentation, obtaining and tracking necessary information and signatures for documents related to the CEO.
- Oversee, arrange, and book all travel and check-ins, coordinating with internal and external stakeholders and planning for the CEO’s needs throughout each journey.
- Ensure all relevant calendars, meeting details, and supporting information are accurate and current in advance of travel.
- Support operational excellence and disciplined follow-through in the Office of the CEO, including helping prioritize and route incoming requests, escalating issues when needed, and resolving problems quickly, calmly, and thoughtfully.
- Support strong coordination across the CEO’s internal and external commitments to ensure the office operates with consistency, clarity, and care.
- Prepare and track expense reports, review and advise on expense reports, and manage CEO timesheets in accordance with organizational policies.
- Obtain and track necessary information and signatures for documents related to the CEO, ensuring proper processing and delivery.
- Support additional assignments as needed, including research, writing, presentation design, and other operational support.
- Support a CEO who travels approximately 60-70% of the year, including managing logistics and ensuring continuity during travel.
- Permanent authorization to work in the United States.
Benefits & Perks
Compensation/salary range: $78,000 to $83,000 USD
Work schedule: Hybrid schedule with in-office work on Tuesday, Wednesday, and Thursday; travel approximately 60-70% of the year
Work environment perks: Overtime eligibility, performance-based bonus
Additional benefits: Supportive and organized office environment, opportunity to work in a mission-driven organization, exposure to global and high-level stakeholders, operational and professional development opportunities
Ready to Apply?
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