Executive Assistant to the CEO

Panorama Holdings, LLC; Charlotte (NC); On-site; USD 75,000 - 110,000; Full time

Job summary

Panorama Holdings, LLC is seeking a corporate-focused Executive Assistant to serve as a trusted partner to our CEO.

This role centers on executive and business support: managing a complex, multi-entity calendar, handling domestic and international travel with frequent last-minute changes, keeping expenses and records current, and helping the CEO's office work more efficiently through digital tools and AI-enabled workflows.

Qualifications

• Minimum 5 years of experience as an Executive Assistant supporting a CEO or C-suite executive in a corporate environment.
• Proven ability to manage complex, multi-entity calendars and frequently shifting priorities.
• Demonstrated discipline in expense management, including high-volume card reconciliation and receipt tracking.
• Proficiency in Microsoft 365 (Outlook, OneDrive, SharePoint, Teams) and comfort learning and using AI tools.
• Strong written and verbal communication skills.
• Availability for occasional international travel (at least once per year).
• High integrity, reliability, and professionalism, with a track record of maintaining confidentiality.
• Ability to work independently and solve problems proactively.
• Mandarin Chinese proficiency preferred.

Responsibilities

• Manage the CEO's calendar across multiple entities and time zones, including international travel.
• Book flights, accommodations and ground transportation; rebook quickly when plans change.
• Prepare expense reports and reimbursements; reconcile high-volume card transactions.
• Organize files/docs in OneDrive/SharePoint to support AI-enabled workflows.
• Develop systems and workflows to increase accuracy and efficiency.
• Oversee relationships with vendors, office supplies, building IT, and service providers.
• Oversee the CEO's residence and coordinate household vendors and scheduling.
• Handle confidential information with complete discretion.
• Resolve scheduling, travel, and logistics issues proactively.

Skills

Executive support

Calendar management

Travel coordination

Expense management

Microsoft 365

AI tools

Communication

Confidentiality

Mandarin (preferred)

Tools

OneDrive

SharePoint

Teams

AI tools

Job description

Location: Charlotte, NC (On-site, with occasional domestic and international travel)

Reports to: Chief Executive Officer (CEO)

Position Overview

Panorama Holdings is seeking a corporate-focused Executive Assistant to serve as a trusted partner to our CEO. This role centers on executive and business support: managing a complex, multi-entity calendar, handling domestic and international travel with frequent last-minute changes, keeping expenses and records current, and helping the CEO's office work more efficiently through digital tools and AI-enabled workflows.

The role also includes a defined set of personal responsibilities, primarily oversight of the CEO's residence and related vendors. Personal support is a smaller part of the role than business support.

The ideal candidate has supported a C-suite executive in a corporate environment. They are detail-oriented, anticipate needs before they arise, and stay calm and precise when plans change quickly.

Key Responsibilities

Executive Support & Calendar Management

• Maintain and optimize the CEO's calendar across multiple entities, stakeholders, and time zones, including periods when the CEO is traveling internationally.
• Anticipate conflicts, re-prioritize effectively, and prepare daily and weekly schedule briefings.
• Book flights, accommodations, and ground transportation, and rebook quickly when plans change, often on short notice.
• Protect the CEO's time by filtering requests, prioritizing communications, and building schedule efficiencies.
• Categorize the CEO's high-volume company-card transactions and attach receipts on a timely, consistent basis.
• Maintain a regular reconciliation routine and follow up on missing documentation before it accumulates.
• Prepare expense reports and process reimbursements and invoices accurately.
• Track basic financial records and coordinate with the finance and accounting team as needed.

Digital Workflows & AI Enablement

• Organize and maintain the CEO's files and documents in Microsoft OneDrive and SharePoint so they can support AI-enabled workflows.
• Adopt and use AI tools to streamline scheduling, correspondence, research, and document preparation.
• Develop and implement systems, checklists, and workflows that increase accuracy and efficiency.

Administrative & Office Responsibilities

• Prepare documents and correspondence and manage records.
• Organize internal meetings, offsites, and team events.
• Manage vendor relationships and office supplies, and serve as liaison with building management, service providers, and IT support.

Residence Oversight & Personal Support

• Oversee the CEO's residence, including paying household bills and serving as the primary liaison with the property manager.
• Coordinate household vendors and occasional personal scheduling and travel.
• Handle confidential business and personal information with complete discretion.

Problem-Solving

• Identify and resolve scheduling, travel, and logistics issues before they reach the CEO.
• Deliver creative solutions under tight deadlines while staying calm and decisive under pressure.

Qualifications

• Minimum 5 years of experience as an Executive Assistant supporting a CEO or C-suite executive in a corporate environment.
• Proven ability to manage complex, multi-entity calendars and frequently shifting priorities.
• Demonstrated discipline in expense management, including high-volume card reconciliation and receipt tracking.
• Proficiency in Microsoft 365 (Outlook, OneDrive, SharePoint, Teams) and comfort learning and using AI tools.
• Strong written and verbal communication skills.
• Availability for occasional international travel (at least once per year).
• High integrity, reliability, and professionalism, with a track record of maintaining confidentiality.
• Ability to work independently and solve problems proactively.
• Proficiency in Mandarin Chinese preferred.

What Success Looks Like

• The CEO's calendar, travel, and commitments run smoothly, even when plans change on short notice.
• Expenses are categorized, receipted, and reconciled on time, every month.
• Files and workflows are organized so the CEO's office can make full use of digital and AI tools.
• Residence matters are handled reliably without requiring the CEO's attention.
• Problems are resolved before they reach the CEO.