Executive Assistant to CEO

Frontline Source Group - Nationwide Staffing & Executive Search; Town of Florida (NY); On-site; USD 90,000 - 130,000; Full time

Benefits offered by this job

401K with match

Health, Vision, Dental

Job summary

Frontline Source Group is seeking an Executive Assistant to the CEO for a confidential Florida-based search. This on-site role requires a high-ambition, discreet professional who can operate with minimal oversight and keep pace with a fast-moving executive.

You will manage complex calendars, coordinate extensive travel, prepare materials, and support board and executive team activities. Relocation is available for the right candidate, and on-site Florida work is required.

Qualifications

• Significant Executive Assistant experience supporting senior leadership, with CEO exposure preferred.
• Ability to thrive in a high-pressure, fast-changing environment.
• Strong written and verbal communication with a concise, solutions-first style.
• Bachelor's degree preferred; extensive CEO-level experience may substitute.

Responsibilities

• Manage a complex, rapidly changing CEO calendar with CEO-approved scheduling decisions.
• Coordinate extensive CEO travel arrangements and contingencies.
• Prepare the CEO for meetings by assembling materials and ensuring readiness.
• Support travel-related expense processes and documentation.
• Coordinate quarterly Board and committee meetings and related logistics.
• Attend executive meetings to take notes and drive follow-up actions.
• Maintain agendas and coordination for leadership meeting deliverables.

Skills

Calendar management

Travel coordination

Discretion/confidentiality

Executive support

Concise communication

Problem solving

Education

Bachelor's degree preferred

Tools

Outlook

Teams

PDF editing

Concur or similar expense tools

Job description

Executive Assistant to the CEO (Confidential Search) - Florida (On-site) | Relocation Available

Overview

A high-growth, mission-driven organization is seeking a high-caliber Executive Assistant to support its CEO. This is a high-urgency, high-visibility role for an experienced EA who can operate with minimal oversight and keep pace with an exceptionally fast-moving executive. The Executive Assistant will ensure the CEO is prepared, protected (confidentiality), and positioned to execute at the highest level.

This position is on-site in Florida. Relocation is available for the right candidate.

Key Success Traits (What "Great" Looks Like)

The Ideal Candidate Is

• Highly intelligent with strong judgment and the ability to keep up with a fast-paced CEO
• Execution-focused with a strong bias for action and follow-through
• Tech-savvy and resourceful (independent problem-solver; able to learn systems quickly)
• Collaborative and humble; works effectively with peer administrative partners without "managing" them
• Exceptionally discreet and diligent with confidential materials and sensitive information
• Highly dependable, responsive, and available beyond standard hours when needed (CEO-level support)
• Calm under pressure, resilient, and comfortable with changing priorities
• Motivated by excellence and outcomes; does not require frequent praise/validation

Primary Responsibilities

CEO Support (Top Priority)

• Manage a complex, rapidly changing calendar; coordinate meeting logistics and priorities with CEO approval for key scheduling decisions
• Coordinate extensive CEO travel (primarily private travel with some commercial), including ground transportation, itineraries, and contingency planning
• Prepare the CEO for meetings by assembling and printing materials/binders; ensure the CEO has what she needs before every meeting
• Support travel-related expense processes and documentation

Board & Committee Support

• Serve as primary coordinator for quarterly Board of Directors meetings and committee meetings (e.g., Audit, Compensation, Governance)
• Manage logistics for board members, including travel, hotels, meals, materials distribution, and follow-up
• Support quarterly in-person board meetings (primarily in Florida with occasional out-of-area locations)
• Partner with other administrative team members as needed for board retreats/events while remaining the lead coordinator

Executive Team Support

• Attend executive meetings (approximately twice per week) to take notes, track action items, and drive follow-up
• Maintain agendas, action plans, and coordination for leadership meeting deliverables
• Coordinate with senior leaders primarily through their administrative partners as appropriate

Operational Expectations

• High independence is required. The CEO will not provide extensive step-by-step guidance on tools or processes. The EA must proactively find answers and execute.
• A high sense of urgency is essential. The CEO expects proactive planning (e.g., transportation and logistics are arranged without being explicitly reminded).
• Flexibility is required: occasional early mornings, late evenings, and responsiveness outside business hours may be necessary, especially around travel and board activity.

Confidentiality & Professionalism

• Maintain strict confidentiality across CEO matters, executive topics, board communications, and sensitive documents
• Demonstrate flawless discretion with printed materials, meeting notes, and confidential information
• Present a polished, professional image consistent with an executive-level environment

Tools & Technology

• Strong proficiency with Microsoft Outlook and Teams
• Comfortable with PDF creation/editing and document handling
• Familiarity with travel and expense tools (e.g., Concur or similar) strongly preferred
• App-savvy and able to quickly solve logistics needs independently (travel changes, transportation, etc.)

Qualifications

• Significant Executive Assistant experience supporting senior leadership; direct CEO support experience strongly preferred (and may be required for final consideration)
• Demonstrated ability to thrive in a high-pressure, fast-changing environment
• Excellent written and verbal communication with a concise, solutions-first style (CEO communication is largely text-based)
• Bachelor's degree preferred; may be less important with extensive, relevant CEO-level experience

Compensation & Relocation

• Competitive base salary depending on experience and fit (executive-level EA compensation)
• Bonus potential (performance-based)
• Relocation assistance available for qualified candidates

Work Location

• On-site in Florida (no remote/hybrid)
• Candidate must be willing to relocate to Florida if not currently local

Benefits of the Client

• 401K with match
• Health, Vision, Dental