Executive Assistant

We are seeking a highly organized and proactive Executive Assistant to support senior leadership within the CEO office, including operating within a Co-CEO leadership model. This role provides high-level administrative support and ensures key projects, budgets, travel, and events run seamlessly — managing complex, ever-changing calendars with responsibility for multifaceted coordination. The ideal candidate brings experience or familiarity with communications and executive affairs, enabling them to operate confidently in a fast-paced environment.

Responsibilities

Work in lockstep with other EAs within the CEO office, understanding the unique dynamics of a Co-CEO leadership model — sharing information, coordinating responsibilities, and maintaining seamless executive support across leaders; Maintain a response time SLA of under 15 minutes to the CEOs, ensuring urgent requests are acknowledged and actioned promptly; Provide dedicated coverage during travel periods for CEO's ensuring continuity of support when either executive is out of office; Partner closely with the Lead EA's to ensure seamless hand-offs and coordination; Build relationships with the broader team while acting as a gatekeeper for the executives; anticipate needs and potential issues before they arise, planning for multiple contingencies and implementing solutions with minimal direction; Manage an exceptionally complex and ever-changing executive calendar, balancing competing priorities and making thoughtful decisions on behalf of the CEO; coordinate meetings, handle logistics, manage competing deadlines, and review incoming requests to ensure they're on the Executive's radar with all necessary information; Prepare comprehensive briefing materials for meetings, speaking events, and travel, along with agendas, minutes, and organized records of key projects and initiatives; Coordinate all aspects of domestic and international travel — commercial and private aircraft, ground transportation, accommodations, visas, and customs requirements — and serve as the primary point of contact for private aviation providers, managing flight schedules, passenger manifests, and catering; Monitor travel plans proactively, adjusting logistics in real time to accommodate changing business priorities, weather events, operational delays, or other unforeseen circumstances; Coordinate cross-functional projects and events — including timelines, deliverables, stakeholder engagement, and partnering with events, security, and other teams — while identifying opportunities to streamline processes and enhance executive effectiveness; Track and oversee team tasks, budgets, and meeting schedules to ensure deadlines and deliverables are met, and support onboarding and ramp-up for new team members; Process expense reports, purchase orders, budget reconciliations, and receipts/invoices with accuracy and timeliness, along with additional duties as assigned

Requirements

10+ years of proven experience as an executive assistant, administrative manager, or similar role supporting senior leadership, ideally within a CEO office or multi-executive leadership structure; Ability to maintain confidentiality, exercising discretion and professionalism when handling sensitive information; Strong organizational skills with exceptional attention to detail and the ability to manage multiple priorities in a fast-paced setting with strong personalities and demanding timeframes; Natural talent for improving processes and bringing order out of chaos, remaining calm during periods of disorganization; Strong sense of urgency when projects are assigned, with the ability to complete tasks quickly while anticipating the next one in short succession; Highly proficient with Google Suite, MS Office Suite, Adobe Suite, MacOS, and generally tech savvy; Familiarity with communications strategies, executive affairs, and leadership environments; Excellent written and verbal communication skills; Flexibility in approach — this business operates across all time zones

Nice to have

Experience in budget tracking, travel coordination, event planning, and stakeholder engagement; Comfort working across multiple teams, time zones, and with external partners; A proactive, problem-solving mindset with a focus on efficiency