Executive Assistant to CEO

Frontline Source Group; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Relocation assistance

401K with match

Health benefits

On-site work in Florida

Job summary

Frontline Source Group is seeking an Executive Assistant to support the CEO in Florida. This on-site role demands discretion, exceptional organization, and the ability to anticipate needs in a fast-moving executive environment.

Responsibilities include managing a complex calendar, coordinating private and select travel, preparing meeting materials, and supporting board activities. relocation is available for the right candidate; strong communication and problem-solving are essential.

Qualifications

• Significant Executive Assistant experience supporting senior leadership.
• Direct CEO support experience strongly preferred and may be required for final consideration.
• Bachelor’s degree preferred; may be offset by extensive CEO-level experience.

Responsibilities

• Manage a complex, rapidly changing CEO calendar and travel logistics.
• Coordinate board and committee meeting logistics, travel, and materials.
• Prepare meeting materials and notes; track follow-ups and action items.
• Support executive team logistics and maintain confidentiality across materials.

Skills

Calendar management

Executive support

Communication

Discretion

Problem-solving

Education

Bachelor’s degree preferred

Tools

Concur

PDF editing

Microsoft Outlook

Teams

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