Executive Assistant to Chief Executive Officer

Grey Bull Rescue; Tampa (FL); On-site; USD 45,000 - 85,000; Full time

Job summary

Grey Bull Rescue is seeking an Executive Assistant to the CEO in Tampa, FL. Primarily on-site with limited hybrid flexibility, you will manage communications, calendars, travel, events, and confidential operations to keep the CEO focused on mission-critical priorities.

The role demands discretion, exceptional organization, and the ability to handle high-pressure situations in a fast-paced, mission-driven setting. Domestic and international travel is expected as needed.

Qualifications

• Minimum of five years supporting senior executives, founders, or government officials.
• Exceptional written and verbal communication skills.
• Advanced proficiency with Outlook, Word, Excel and PowerPoint.
• Strong proficiency with cloud-based collaboration tools and CRM.
• Outstanding organizational and time management skills.
• Ability to manage multiple priorities with accuracy and professionalism.
• High level of discretion and confidentiality.
• Must be authorized to work in the United States and able to travel internationally.

Responsibilities

• Prepare and manage executive communications, including email inbox handling.
• Maintain calendars, schedule meetings, and coordinate travel logistics.
• Coordinate CEO speaking engagements, media appearances, and events.
• Provide administrative support and handling confidential information.
• Track expenses and prepare briefing materials for engagements.
• Ensure CEO readiness for meetings and engagements.

Skills

Verbal communication

Written communication

Time management

Discretion

Independent work

Attention to detail

Multitasking

Professional demeanor

Travel ready

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

CRM

Project management tools

Cloud-based collaboration tools

Productivity platforms

Job description

Executive Assistant to the CEO

Location: Tampa, Florida

Position Type: Full-Time, exempt W2 Employee

Work Arrangement: Primarily On-Site with Limited Hybrid Flexibility

Travel Required: Domestic and International Travel Required

Reports To: Chief Executive Officer

Administrative Oversight: General Manager

Salary Range: $45,000 – $85,000, commensurate with experience

About Grey Bull Rescue

Grey Bull Rescue is a veteran-led, donor-funded international rescue organization headquartered in Tampa, Florida. Our mission is to rescue and evacuate American citizens and allies from conflict zones, denied areas, natural disasters, and other high-risk environments worldwide.

We operate globally, often in places where traditional government and humanitarian organizations cannot. Our work requires professionalism, adaptability, discretion, integrity, and a commitment to action when lives are on the line.

Grey Bull Rescue is built around a simple mission:

Save American lives anytime, anywhere, under any conditions, at the SPEED OF NEED.

Position Overview

Grey Bull Rescue is seeking a highly organized, proactive, intelligent, and professional Executive Assistant to support the CEO.

The Executive Assistant serves as a trusted administrative partner, helping manage communications, scheduling, travel, speaking engagements, events, media appearance logistics, and day-to-day executive operations. This role requires exceptional attention to detail, strong judgment, and the ability to manage competing priorities in a fast-moving and often stressful environment.

The successful candidate will be comfortable working behind the scenes to ensure the CEO remains focused on advancing the organization’s mission and strategic priorities.

This is NOT a traditional 9-to-5 administrative role. The nature of our work occasionally requires flexibility, responsiveness, and the ability to adapt quickly when priorities change.

The Executive Assistant will routinely handle sensitive, confidential, and privileged information involving rescue operations, donors, sponsors, media appearances, government stakeholders, and organizational leadership. Absolute discretion, sound judgment, integrity, and the ability to maintain confidentiality are essential requirements of this role.

This role requires regular local travel throughout the Tampa Bay area and occasional transportation-related support for executive meetings, events, and organizational activities. Frequent domestic and international travel should also be expected.

The Executive Assistant is responsible for ensuring the CEO is where he needs to be, when he needs to be there, fully prepared and equipped for success.

Key Responsibilities

Executive Communications Support

• Monitor and manage the CEO’s email inbox and communications.
• Prioritize correspondence and identify matters requiring immediate attention.
• Draft, edit, and proofread correspondence on behalf of the CEO.
• Screen incoming calls and communications.
• Maintain contact databases and stakeholder records.
• Ensure timely follow-up on CEO-related meetings, requests, and commitments.

Calendar & Schedule Management

• Manage a complex and dynamic executive calendar.
• Coordinate meetings, appointments, conference calls, and events.
• Anticipate scheduling conflicts and proactively recommend solutions.
• Prepare daily and weekly briefing materials.
• Ensure the CEO is fully prepared for meetings and engagements.

Travel & Logistics

• Coordinate domestic and international travel arrangements.
• Prepare detailed itineraries and travel packages.
• Manage travel changes and logistical challenges.
• Travel with the CEO when required to support organizational priorities and events.
• Coordinate accommodations, transportation, registrations, and related logistics.

Media, Speaking Engagement & Public Appearance Coordination

• Coordinate scheduling and logistics for the CEO’s speaking engagements, conferences, podcasts, media appearances, and public events.
• Work closely with Grey Bull Rescue’s communications and public relations partners to coordinate scheduling requirements and executive availability.
• Ensure travel, briefing materials, schedules, and supporting documentation are organized and available in advance of engagements.
• Track upcoming appearances, scheduling changes, confirmations, and related follow-up actions.
• Coordinate scheduling priorities among speaking engagements, media appearances, travel, donor meetings, operational commitments, and organizational priorities.

Events & Executive Support

• Coordinate the CEO’s participation in conferences, fundraising events, sponsor engagements, and special events.
• Attend selected events representing Grey Bull Rescue alongside the CEO and leadership team.
• Assist with presentation preparation, event logistics, and supporting materials.
• Interact professionally and courteously with donors, sponsors, partners, vendors, and stakeholders while supporting executive activities and events.

Administrative Support

• Prepare and submit expense reports.
• Track executive expenses and supporting documentation.
• Organize files, records, presentations, and briefing materials.
• Assist with special projects as assigned.
• Maintain strict confidentiality regarding sensitive organizational, operational, personnel, donor, sponsor, and stakeholder information.

Required Qualifications

• Minimum of five (5) years of experience supporting senior executives, founders, business leaders, nonprofit executives, military leaders, or government officials.
• Exceptional written and verbal communication skills.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong proficiency with cloud-based business applications and collaboration tools.
• Outstanding organizational and time-management skills.
• Ability to manage multiple priorities with accuracy and professionalism.
• High level of discretion and confidentiality.
• Demonstrated ability to handle confidential and sensitive information with professionalism, discretion, and sound judgment.
• Strong attention to detail and follow-through.
• Ability to work independently while maintaining close coordination with leadership.
• Valid U.S. passport or ability to obtain one.
• Must be authorized to work in the United States and able to travel internationally without restriction.
• Must possess a valid driver’s license and maintain an acceptable driving record.
• Ability and willingness to travel domestically and internationally.
• Ability to work occasional evenings, weekends, and extended hours when organizational needs require.

Preferred Qualifications

• Military service, First Responder or experience supporting military leaders strongly preferred.
• Experience supporting a CEO, founder, entrepreneur, or executive director.
• Experience coordinating executive travel, speaking engagements, public appearances, or other high-profile commitments.
• Experience working with donors, sponsors, senior executives, or other high-profile stakeholders.
• Familiarity with CRM, project management, and productivity platforms.

What Success Looks Like

The ideal candidate is calm under pressure, exceptionally organized, and enjoys helping others succeed. You take pride in anticipating needs, solving problems before they arise, and ensuring details never fall through the cracks.

You are professional, dependable, adaptable, and motivated by meaningful work. You understand that supporting the CEO effectively helps Grey Bull Rescue advance its mission and expand its impact around the world.

You are comfortable operating in a dynamic environment where priorities can shift quickly and where professionalism, responsiveness, and confidentiality are non-negotiable.

Confidentiality & Screening Requirements

Grey Bull Rescue operates in complex environments and regularly manages sensitive information related to rescue operations, personnel, partners, donors, sponsors, and other stakeholders.

The successful candidate must demonstrate the highest standards of professionalism, integrity, discretion, and confidentiality.

As a condition of employment:

• Successful completion of a comprehensive background check is required.
• Professional reference checks will be conducted.
• Candidates must provide a minimum of two professional references.
• Candidates must be able to maintain strict confidentiality regarding organizational, operational, personnel, donor, sponsor, and stakeholder information.
• Grey Bull Rescue is a drug free workplace.

Why Join Grey Bull Rescue

This is an opportunity to work directly alongside one of the most recognized leaders in international rescue and crisis response while supporting a mission that saves lives around the world.

Every day is different. The work is meaningful. The mission matters.

If you thrive in fast-paced environments, enjoy solving problems, and want to be part of an organization making a tangible difference, we encourage you to apply.