Executive Assistant to Chief Executive Officer

MLB & Associates; Tampa (FL); On-site; USD 65,000 - 95,000; Full time

Job summary

MLB & Associates is seeking an Executive Assistant to the CEO to provide high-level administrative and operational support in an onsite role in the United States. The candidate will act as a strategic partner, manage CEO priorities, streamline communications, and enable leadership focus on organizational objectives.

The role requires resourcefulness, discretion, and strong organizational skills to operate in a fast-paced environment.

Qualifications

• Ability to manage multiple priorities in a fast-paced environment.
• Exceptional organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficient with Microsoft Office Suite and virtual collaboration tools.
• Discretion with confidential information and professional conduct.

Responsibilities

• Act as primary liaison between the CEO and stakeholders to ensure clear communications.
• Plan and execute Board of Directors meetings and executive sessions.
• Manage CEO calendars, agendas, and correspondence.
• Prepare meeting materials, reports, and track action items.
• Coordinate strategic initiatives and provide executive summaries.
• Arrange domestic and international travel and event logistics.
• Draft and edit presentations, reports, and communications.
• Maintain confidential records in compliance with policies.

Skills

Multitasking

Organizational skills

Verbal & written communication

Microsoft Office

Teams / virtual collaboration

Education

Bachelor’s degree in business administration, Communications, or related field

Associate’s degree in Business Administration, Communications, or related field

15 years’ experience as a C level Executive Assistant

Formal training or certification in executive support / project management

Tools

Microsoft Office Suite

Teams / collaboration tools

Job description

The Executive Assistant to the CEO provides high-level administrative, organizational, and operational support to ensure the CEO's office functions efficiently. This role acts as a strategic partner, managing priorities, streamlining communications, and enabling the CEO to focus on organizational leadership and business objectives. The ideal candidate is resourceful, detail-oriented, discreet, and able to anticipate needs in a fast-paced, onsite environment.

KEY RESPONSIBILITIES

• Strategic Support Partner: Act as the primary liaison between the CEO and internal and external stakeholders, ensuring clear, timely, and professional communication that supports effective information flow and relationship management.
• Planning & Execution: Facilitate the planning and execution of Board of Directors meetings, executive sessions, and other high-level leadership gatherings, ensuring seamless coordination, timely communication, and logistical excellence.
• Calendar & Communication Management: Schedule, reschedule, and confirm appointments, prepare agendas, and manage correspondence on behalf of the CEO.
• Board & Leadership Support: Prepare meeting materials, compile reports, track action items, and follow up to ensure timely completion.
• Project Coordination: Monitor and support strategic initiatives; conduct research and provide executive summaries to aid decision-making.
• Travel & Event Planning: Arrange domestic and international travel, develop itineraries, and manage logistics for events and offsites.
• Document & Presentation Preparation: Draft, proofread, and edit presentations, reports, and communications to ensure accuracy and impact.
• Confidential Records Management: Maintain files, documents, and data in compliance with company policies and security standards

QUALIFICATIONS

Skills

• Demonstrated ability to manage multiple priorities in a fast-paced, dynamic environment.
• Strong organizational skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, and virtual collaboration tools (e.g. Teams).
• Proven track record of handling sensitive information with discretion and professionalism.

Education & Experience

• Bachelor’s degree in business administration, Communications, or related field and 5 years’ experience OR Associate’s degree in Business Administration, Communications, or related field and 7 years’ experience as a C level Executive Assistant OR 15 years’ experience as a C level Executive Assistant
• Formal training or certification in executive administrative support, project management, or business communications is a plus.
• Ongoing commitment to professional development in executive support best practices, technology tools, and organizational efficiency.
• Valid Driver’s License.
• High School Diploma or equivalent.
• Must be legally authorized to work in the United States.
• Must be able to read, speak, and understand English.

Company maintains a firm commitment to providing a safe and healthy work environment for its employees and quality services to its clients. This is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen. Must also submit to a post-offer / pre-employment background report.