Executive Assistant to CEO — Calendar & Board Coordination

CycloKinetics; Salt Lake City (UT); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

PTO 15 days

12 holidays

Medical insurance

Vision insurance

Health Savings Account (HSA)

Flexible Spending Account (FSA)

401(k) with Roth options

Life Insurance

AD&D Insurance

Short-Term Disability (STD)

Long-Term Disability (LTD)

Employee Assistance Program (EAP)

ESOP

Bonus potential

Job summary

CycloKinetics, based in Salt Lake City, Utah, seeks an Executive Assistant to provide high-level administrative support to the CEO and coordinate day-to-day operations. This on-site role reports to the Chief of Staff and requires organization, proactive communication, and discretion.

The successful candidate will manage calendars, travel, expenses, and cross-team coordination, while upholding company policies and confidentiality. Competitive benefits accompany a full-time position.

Qualifications

• Highly organized with strong time-management skills and the ability to prioritize multiple deadlines.
• Proactive and self-motivated with a demonstrated ability to take initiative and anticipate needs.
• Strong interpersonal and communication skills, both written and verbal.
• Tech-savvy and proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with knowledge of project management and scheduling tools.
• Able to maintain discretion and confidentiality with sensitive information.
• Comfortable working in a dynamic, fast-paced environment and shifting gears quickly when priorities change.
• Friendly, professional demeanor with a service-oriented mindset.

Responsibilities

• Provide comprehensive, high-level administrative support to the CEO, anticipating needs and helping ensure priorities, commitments, and follow-up are effectively managed.
• Manage the CEO’s complex and frequently changing calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating with internal and external stakeholders, and proactively anticipating scheduling needs.
• Coordinate all aspects of the CEO’s domestic and international travel, including flights, accommodations, ground transportation, itineraries, travel documentation, and changes or issues that arise before or during travel.
• Monitor upcoming commitments, deadlines, travel, and other priorities to proactively identify potential conflicts or needs requiring attention.
• Adapt quickly to changing priorities and manage last-minute scheduling, travel, meeting, and logistical changes as they arise.
• Prepare and submit the CEO’s expense reports and maintain accurate supporting documentation.
• Serve as a key point of contact for individuals and organizations seeking to engage with the CEO; communicate professionally with employees, board members, investors, government representatives, business partners, and other external stakeholders.
• Work closely with the Chief of Staff, executive leadership team, directors, and other internal stakeholders to coordinate priorities, meetings, information, and activities involving the CEO.
• Coordinate Board of Directors meetings and related activities, including scheduling, travel assistance, meeting and meal logistics, communications, and other administrative needs.
• Support effective communication and coordination across departments by facilitating the timely exchange of information and following up on outstanding items as appropriate.
• Manage confidential and sensitive executive, board, personnel, financial, and company information with discretion and sound judgment.
• Coordinate company-related employee functions and special events as assigned.
• Manage ongoing and ad-hoc projects and administrative initiatives on behalf of the CEO and Chief of Staff.
• Assist in ensuring excellent organizational communication with staff and between departments to foster a positive company culture.
• Provide support to the executive team as necessary, including scheduling and maintaining calendars, coordinating travel, and submitting expenses.
• Work closely with C-Suite, Directors, and the Chief of Staff, offering administrative support on specific assignments.
• Thoroughly understands, follows, and enforces all CycloKinetics policies and procedures along with applicable laws and guidelines for employee privacy, confidentiality, etc.
• Implements and manages various ongoing and ad-hoc projects and tasks.
• Will assist with running errands as needed.
• Perform other duties as assigned.

Skills

Time management

Proactive

Communication

MS Office

Discretion

Team coordination

Education

Associate/Bachelor in Business preferred; HS diploma acceptable with 5–7 years experience

Job description

CycloKinetics, based in Salt Lake City, Utah, seeks an Executive Assistant to provide high-level administrative support to the CEO and coordinate day-to-day operations. This on-site role reports to the Chief of Staff and requires organization, proactive communication, and discretion.

The successful candidate will manage calendars, travel, expenses, and cross-team coordination, while upholding company policies and confidentiality. Competitive benefits accompany a full-time position.