Executive Assistant to Owner & CEO, Prominent Privately Held Organization

C-Suite Assistants; Phoenix (AZ); On-site; USD 90,000 - 130,000; Full time

Job summary

C-Suite Assistants, based in the Greater Phoenix area, seeks an accomplished Executive Assistant to be the trusted right hand to the Owner & CEO. The role demands managing a demanding schedule, acting as gatekeeper, and maintaining confidentiality in a fast-paced, high-trust environment.

The ideal candidate has 10+ years of progressive executive support experience, superb judgment, and strong relationship-building abilities.

Qualifications

• 10+ years of progressive executive support experience
• Experience directly supporting Owner/CEO or equivalent
• Outstanding judgment and discretion with confidential information
• Excellent organizational and time-management skills
• Strong business acumen and executive presence
• Proactive, resourceful, and able to work independently
• Exceptional written and verbal communication skills
• Strong relationship-building with senior stakeholders
• Experience coordinating complex domestic/international travel
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive)

Responsibilities

• Serve as the trusted right hand to the Owner & CEO, protecting executive time and ensuring seamless execution across business and select personal commitments
• Own and prioritize a complex, evolving calendar and manage meetings, initiatives, and engagements
• Act as gatekeeper, manage access, scheduling priorities, and delegation
• Proactively manage executive communications including email, calls, and follow-up
• Coordinate complex domestic and international travel with detailed itineraries and VIP arrangements
• Prepare executive briefings, agendas, and briefing materials for meetings
• Coordinate leadership meetings with proper participants, materials, logistics, and follow-up
• Build relationships with senior leadership and external stakeholders with professionalism
• Collaborate across departments to align executive priorities and timelines
• Coordinate executive events, hospitality, and VIP engagements
• Track commitments and maintain organized, confidential files and expenses
• Develop systems to improve organization and productivity using AI tools

Skills

Executive support

Calendar management

Gatekeeper/priority setting

Travel coordination

Communication skills

Discretion and judgment

Education

Bachelor’s degree preferred

Tools

Microsoft 365

AI productivity tools

Job description

A prominent, privately held organization is seeking an exceptional Executive Assistant to serve as the trusted right hand to its Owner & CEO. This is a high-visibility, high-trust opportunity for an accomplished executive support professional who excels at managing complexity, anticipating needs, and operating with exceptional judgment and discretion.

The ideal candidate combines world-class executive support skills with strong business acumen, executive presence, and relationship management abilities. This individual will manage a demanding and constantly evolving schedule, serve as a trusted gatekeeper, and interact regularly with senior executives and other high-level internal and external stakeholders. The successful candidate will be resourceful, highly responsive, and comfortable operating in a dynamic environment where priorities can shift quickly and confidentiality is paramount.

About the Job:

• Serve as the trusted right hand to the Owner & CEO, managing priorities, protecting executive time, and ensuring seamless execution across business and select personal commitments
• Own a complex and continually evolving calendar, strategically prioritizing meetings, organizational initiatives, external engagements, and executive commitments
• Act as a trusted gatekeeper, exercising sound judgment regarding access, scheduling priorities, delegation, and executive involvement
• Proactively manage executive communications, including email, phone calls, meeting requests, correspondence, and timely follow-up
• Coordinate complex domestic and international travel, including detailed itineraries, accommodations, transportation, VIP arrangements, and contingency planning
• Prepare executive briefings, agendas, presentations, reports, correspondence, and other materials to ensure the CEO is fully prepared for meetings and engagements
• Coordinate executive and leadership meetings, ensuring appropriate participants, materials, logistics, and follow-up
• Build trusted relationships with senior leadership and high-level external stakeholders while representing the executive office with professionalism, diplomacy, and exceptional service
• Partner across departments to facilitate communication, maintain alignment, and ensure timely execution of executive priorities
• Coordinate executive events, hospitality, VIP engagements, and other special initiatives in partnership with internal teams
• Track key commitments, action items, and priorities to ensure strong follow-through and accountability
• Maintain executive files, records, presentations, and sensitive materials with strong attention to organization, security, and confidentiality
• Manage executive expenses, invoices, reimbursements, and related administrative responsibilities
• Develop systems and processes that enhance organization, communication, and executive effectiveness
• Leverage technology and AI-enabled productivity tools to streamline workflows, improve efficiency, and enhance executive support
• Handle highly sensitive business, financial, personnel, legal, and strategic information with the utmost discretion and integrity

About You:

• 10+ years of progressive executive support experience, including experience directly supporting an Owner, CEO, President, or similarly senior executive
• Demonstrated success supporting a high-profile executive or principal in a complex, fast-paced, relationship-driven organization
• Exceptional judgment and discretion with a proven ability to manage highly sensitive and confidential information
• Outstanding organizational and time-management skills with the ability to anticipate needs, manage competing priorities, and change direction quickly
• Strong business acumen with the ability to understand organizational priorities and align executive time accordingly
• Executive presence and confidence interacting with senior executives and other high-level internal and external stakeholders
• Highly proactive and resourceful with an ownership mentality and the ability to operate independently with minimal direction
• Exceptional written and verbal communication skills with experience preparing polished executive-level correspondence, presentations, and briefing materials
• Strong relationship-building skills with a diplomatic, service-oriented approach
• Experience managing complex domestic and international travel and rapidly changing executive logistics
• Comfortable supporting a combination of business and select personal scheduling and administrative responsibilities
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and OneDrive
• Experience leveraging AI-powered productivity tools to improve workflows and executive efficiency preferred
• Bachelor's degree preferred or equivalent professional experience

Work Environment:

• Based in the Greater Phoenix area with regular in-person executive support required
• Fast-paced, high-performance environment requiring flexibility as priorities and executive commitments evolve
• Some evening, weekend, and holiday availability required based on business and executive needs