Executive Assistant and Personal Office Manager (to CEO)

Rockbridge; Columbus (OH); Remote; USD 60,000 - 80,000; Full time

Job summary

A leading company is seeking a proactive Executive Assistant to support the CEO. This role involves strategic planning, project management, and personal support. The ideal candidate will have extensive experience with C-level executives and exceptional organizational skills, ensuring the CEO's time is optimized for maximum impact.

Qualifications

• 5-7+ years of experience supporting C-level executives.
• Exceptional organizational and time-management skills.

Responsibilities

• Manage the CEO's calendar and prioritize meetings.
• Develop systems to organize critical tasks and projects.

Skills

Organizational Skills

Communication

Problem Solving

Tools

Microsoft Office Suite

Project Management Tools

Job description

Executive Assistant and Personal Office Manager (to CEO)

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Position Overview

We are seeking a highly proactive, strategic, and exceptionally organized Executive Assistant to serve as a critical partner to our Chief Executive Officer (CEO). This role goes beyond traditional administrative support; you will be a key leverage point for the CEO to support operational execution and ensure the CEO's time is optimized for maximum impact. The ideal candidate is a trusted confidante, a master orchestrator, a thoughtful gatekeeper, and possesses the business acumen to contribute meaningfully to executive-level priorities.

Key Responsibilities

• Strategic Support & Planning: Proactively identify potential conflicts, roadblocks, or opportunities related to strategic initiatives and flag them for the CEO. Act as a sounding board for the CEO, providing thoughtful feedback and perspective when appropriate. Assist in the planning and coordination of strategic planning sessions and executive offsites.

• Execution & Project Management: Develop and maintain systems to organize and prioritize critical tasks and projects for the CEO and executive team. Manage special projects assigned by the CEO, driving them from conception through execution and completion, often coordinating across multiple departments. Track action items arising from executive meetings, ensuring accountability and timely follow-up from relevant stakeholders. Facilitate communication between the CEO and key internal/external stakeholders to ensure alignment and drive progress on initiatives. Assist in drafting and disseminating key communications on behalf of the CEO.

• Executive Operations & Support: Manage the CEO's complex and dynamic calendar with a strategic lens, prioritizing meetings and commitments based on organizational goals and CEO objectives. Act as a gatekeeper, triaging requests, and ensuring the CEO's time is protected and allocated efficiently. Coordinate domestic and international travel arrangements, including detailed itineraries and logistical support. Organize and execute seamless executive leadership team meetings, including agenda preparation, material distribution, minute-taking, and follow-up. Manage events such as townhalls, investor meetings, and offsites. Track communication across multiple channels, including in-person meetings, virtual calls, emails, and project management systems. Handle confidential information with discretion. Anticipate the CEO's needs and proactively address them to ensure smooth operations. Provide leadership to others to ensure effective execution of work.

• Personal Support: Liaise with family members for personal travel and support, manage property bookings, property management, vehicle management, document management, membership renewals, political contributions, charitable donations, gifting, guest lists, and holiday cards. Handle ad hoc projects as requested.

Job Requirements

• Minimum 5-7+ years of experience supporting C-level executives, preferably a CEO, in a fast-paced environment.
• Proven experience managing projects and initiatives with multiple stakeholders.
• Exceptional organizational and time-management skills with meticulous attention to detail.
• Outstanding written and verbal communication skills; ability to draft professional correspondence and reports.
• High proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Visio).
• Discretion and sound judgment handling confidential information.
• Ability to anticipate needs, be proactive, and solve problems independently with minimal guidance.
• Superior organizational skills, attention to detail, and proactive mindset.
• Ability to maintain composure in a fast-paced environment with frequent reprioritization.

Preferred Qualifications

• Experience with project management tools (e.g., Asana, Trello, Monday.com).
• Experience in Private Equity, Financial Services, Hospitality, or related sectors.
• Experience in high-growth startups or dynamic environments.

Additional Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative