Executive Assistant – CEO

Jobtailor; Imperial (CA); On-site; USD 100,000 - 180,000; Full time

Job summary

Jobtailor in Imperial, CA seeks an experienced Executive Assistant to the CEO to manage a highly complex calendar, coordinate meetings, and ensure time is aligned with strategic priorities.

You will support the Executive Leadership Team, arrange domestic and international travel, prepare materials, and handle confidential information with discretion and professionalism. The role requires exceptional judgment and a proactive mindset.

Qualifications

• Bachelor's degree or equivalent education and experience.
• 15+ years of progressively responsible experience supporting a CEO, President, Founder, or other C-suite executives in a fast-paced, complex org.
• Trusted advisor to executive leadership with exceptional judgment and discretion.
• Manage highly complex calendars, executive travel, communications, and competing priorities with minimal direction.
• Experience supporting Board of Directors meetings, executive leadership meetings, strategic planning, and enterprise initiatives.
• Outstanding verbal and written communication with executives, board members, customers, and external partners.
• Advanced proficiency with Microsoft Office Suite (Outlook, PowerPoint, Excel, Word, Teams).
• Strong organizational skills with meticulous attention to detail and proactive problem-solving.
• Anticipate executive needs, think strategically, adapt quickly in a high-growth environment.
• Experience in high-growth organizations is strongly preferred.

Responsibilities

• Serve as the primary Executive Assistant to the CEO, managing a complex calendar and prioritizing commitments.
• Provide administrative support to members of the Executive Leadership Team as CEO priorities allow.
• Coordinate domestic and international travel for the CEO, including itineraries and logistics.
• Manage incoming communications, draft correspondence, and ensure timely follow-up.
• Prepare executive presentations, reports, agendas, board materials, and meeting materials with confidentiality and accuracy.
• Organize executive meetings, leadership offsites, town halls, board meetings, and special events with logistics and follow-up.
• Manage executive expense reporting, invoice processing, and document management with high attention to detail.
• Handle confidential business information with discretion and integrity.
• Resolve scheduling conflicts and prioritize competing demands with sound judgment.
• Lead or support special projects assigned by the CEO.
• Perform other duties as assigned or necessary.

Skills

Executive Calendar Management

Complex Travel Coordination

Confidential Information Handling

Executive Communication Skills

Attention to Detail

Judgment and Discretion

Proactive Mindset

Problem-Solving

Interpersonal Skills

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft PowerPoint

Microsoft Excel

Microsoft Word

Microsoft Teams

Job description

• Serve as the primary Executive Assistant to the Chief Executive Officer, managing an exceptionally complex calendar, prioritizing commitments, coordinating meetings, and ensuring the CEO's time is aligned with strategic business priorities.


• Provide additional administrative support to members of the Executive Leadership Team as CEO priorities allow, offering capacity during peak workloads, executive travel, leadership meetings, and critical business initiatives.


• Coordinate domestic and international travel arrangements for the CEO, including detailed itineraries, logistics, accommodations, transportation, and contingency planning.


• Manage and prioritize incoming communications on behalf of the CEO, drafting correspondence, screening requests, and ensuring timely follow-up on critical matters.


• Prepare executive presentations, reports, agendas, board materials, meeting materials, and business correspondence while ensuring exceptional accuracy, professionalism, and confidentiality.


• Organize and coordinate executive meetings, leadership offsites, town halls, board meetings, and special events, including logistics, scheduling, preparation of materials, and follow-up actions.


• Manage executive expense reporting, invoice processing, document management, and other administrative responsibilities with exceptional attention to detail.


• Handle highly confidential business information with the utmost discretion, professionalism, and integrity.


• Exercise sound judgment in resolving scheduling conflicts, prioritizing competing demands, and identifying solutions to complex administrative and operational challenges.


• Lead or support special projects as assigned by the CEO.


• Perform other duties as assigned or necessary.

Requirements

• Bachelor's degree or an equivalent combination of education and professional experience.


• 15+ years of progressively responsible experience supporting a Chief Executive Officer, President, Founder, or other C-suite executives within a fast-paced, complex organization.


• Demonstrated experience serving as a trusted advisor and partner to executive leadership while exercising exceptional judgment and discretion.


• Proven ability to manage highly complex calendars, executive travel, communications, and competing priorities with minimal direction.


• Experience supporting Board of Directors meetings, executive leadership meetings, strategic planning sessions, and enterprise-wide initiatives.


• Outstanding verbal and written communication skills with the ability to interact professionally and confidently with executives, board members, customers, and external partners.


• Advanced proficiency in Microsoft Office Suite, including Outlook, PowerPoint, Excel, Word, and Teams.


• Exceptional organizational skills with meticulous attention to detail and a proactive, solutions-oriented mindset.


• Ability to anticipate executive needs, think strategically, and adapt quickly in a rapidly changing environment.


• Experience supporting executives within high-growth organizations is strongly preferred.

Core Competencies

Demonstrates exceptional organizational and communication skills while managing complex calendars, executive travel, and confidential information. Proven ability to support C-suite executives with strategic planning, meeting coordination, and administrative excellence in a fast-paced environment.

Highest-signal resume keywords

• Executive Calendar Management


• Complex Travel Coordination


• Confidential Information Handling


• Microsoft Office Suite Proficiency


• Executive Communication Skills

ATS Optimization Keywords

Hard Skills

• Calendar Management


• Travel Coordination


• Expense Reporting


• Document Management


• Presentation Preparation

Soft Skills

• Attention to Detail


• Judgment and Discretion


• Proactive Mindset


• Problem-Solving


• Interpersonal Skills

Industry Keywords

• C-Suite Support


• Executive Leadership


• Board of Directors Meetings


• Strategic Planning


• High-Growth Organizations

Tools & Technologies

• Microsoft Outlook


• Microsoft PowerPoint


• Microsoft Excel


• Microsoft Word


• Microsoft Teams