Executive Assistant to the CEO

The Brooks Group; Greensboro, Northern (NC, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

The Brooks Group in Greensboro, NC is seeking an Executive Assistant to the CEO to act as a trusted partner who enhances the CEO's effectiveness by managing priorities, calendar, communications, and commitments in a fast-paced executive environment. This hybrid, full-time role requires outstanding organizational skills, sound judgment, discretion, and initiative.

The EA will prepare meetings, manage information flow, coordinate with the executive team, and ensure follow-through on decisions.

Qualifications

• Five or more years of executive assistant or senior administrative experience.
• Experience supporting a CEO, owner, president, or other senior executive strongly preferred.
• Exceptional calendar management, organization, and follow-through.
• Excellent written and verbal communication skills.
• Sound judgment and the ability to make appropriate decisions independently.
• Demonstrated ability to anticipate needs and manage changing priorities.
• High degree of discretion and experience handling confidential information.
• Proficiency with Microsoft Outlook, Microsoft Office, Teams, Zoom, and contemporary productivity tools.
• Bachelor's degree or equivalent relevant experience.

Responsibilities

• Own and actively manage the CEO's calendar, including internal and external meetings, travel, preparation time, and follow-up.
• Evaluate and prioritize meeting requests based on urgency, importance, and alignment with CEO priorities.
• Anticipate scheduling conflicts, recommend solutions, and communicate changes promptly.
• Protect designated time for focused work, preparation, fitness, travel, and family commitments.
• Conduct a brief daily alignment meeting to review priorities, schedule changes, preparation needs, and outstanding commitments.
• Maintain a current CEO action list and track delegated items through completion.
• Look ahead across the calendar to identify risks, conflicts, and required preparation.
• Conduct a weekly review to close outstanding items and prepare the following week.
• Triage and organize the CEO's inbox, identifying matters requiring personal attention or judgment.
• Draft responses and handle routine communications within established guidelines.
• Route requests to the appropriate leader and track items awaiting response.
• Communicate professionally and accurately in the CEO's voice.
• Prepare agendas, background materials, reports, and briefing documents.
• Ensure the CEO understands each meeting's purpose, context, and required decisions.
• Capture decisions, commitments, owners, and due dates in selected meetings.
• Follow up on information and deliverables owed to the CEO.
• Coordinate recurring executive team meetings and CEO one-to-one meetings.
• Maintain the executive operating cadence and ensure required materials are submitted in advance.
• Track executive decisions, quarterly priorities, and assigned actions.
• Support clear, timely coordination between the CEO and his direct reports.
• Coordinate business travel, itineraries, accommodations, transportation, and related logistics.
• Prepare the CEO's office and materials for meetings and visitors.
• Coordinate expenses, reimbursements, document preparation, supplies, and other administrative needs.
• Partner with on-site employees when physical office support is required during remote workdays.

Skills

Executive support

Calendar management

Written and verbal communication

Discretion

Prioritization

Confidential information handling

Outlook

Microsoft Office

Teams

Zoom

Education

Bachelor's degree or equivalent relevant experience

Tools

Microsoft Outlook

Microsoft Office

Teams

Zoom

Job description

Executive Assistant to the CEO

Become an Executive Assistant to the CEO for The Brooks Group

Reports to: Chief Executive Officer

Location: Onsite - Greensboro, NC

Employment Type: Full-time

Work Arrangement: Hybrid

The Executive Assistant to the CEO is a trusted partner responsible for increasing the CEO's effectiveness by managing priorities, time, information, and commitments. The role requires exceptional organization, sound judgment, discretion, initiative, and the ability to anticipate needs in a fast-moving executive environment. Working through a structured daily operating rhythm, the Executive Assistant ensures that the CEO is prepared for meetings, focused on the company's highest priorities, and supported with timely communication and consistent follow-through.

Key Responsibilities

Calendar and Priority Management

• Own and actively manage the CEO's calendar, including internal and external meetings, travel, preparation time, and follow-up.
• Evaluate and prioritize meeting requests based on urgency, importance, and alignment with CEO priorities.
• Anticipate scheduling conflicts, recommend solutions, and communicate changes promptly.
• Protect designated time for focused work, preparation, fitness, travel, and family commitments.

Daily CEO Coordination

• Conduct a brief daily alignment meeting to review priorities, schedule changes, preparation needs, and outstanding commitments.
• Maintain a current CEO action list and track delegated items through completion.
• Look ahead across the calendar to identify risks, conflicts, and required preparation.
• Conduct a weekly review to close outstanding items and prepare the following week.

Email and Executive Communications

• Triage and organize the CEO's inbox, identifying matters requiring personal attention or judgment.
• Draft responses and handle routine communications within established guidelines.
• Route requests to the appropriate leader and track items awaiting response.
• Communicate professionally and accurately in the CEO's voice.

Meeting Preparation and Follow-Through

• Prepare agendas, background materials, reports, and briefing documents.
• Ensure the CEO understands each meeting's purpose, context, and required decisions.
• Capture decisions, commitments, owners, and due dates in selected meetings.
• Follow up on information and deliverables owed to the CEO.

Executive Team Coordination

• Coordinate recurring executive team meetings and CEO one-to-one meetings.
• Maintain the executive operating cadence and ensure required materials are submitted in advance.
• Track executive decisions, quarterly priorities, and assigned actions.
• Support clear, timely coordination between the CEO and his direct reports.

Travel and Administrative Support

• Coordinate business travel, itineraries, accommodations, transportation, and related logistics.
• Prepare the CEO's office and materials for meetings and visitors.
• Coordinate expenses, reimbursements, document preparation, supplies, and other administrative needs.
• Partner with on-site employees when physical office support is required during remote workdays.

Qualifications

• Five or more years of executive assistant or senior administrative experience.
• Experience supporting a CEO, owner, president, or other senior executive strongly preferred.
• Exceptional calendar management, organization, and follow-through.
• Excellent written and verbal communication skills.
• Sound judgment and the ability to make appropriate decisions independently.
• Demonstrated ability to anticipate needs and manage changing priorities.
• High degree of discretion and experience handling confidential information.
• Proficiency with Microsoft Outlook, Microsoft Office, Teams, Zoom, and contemporary productivity tools.
• Bachelor's degree or equivalent relevant experience.

Core Competencies

• Proactive and anticipatory
• Discreet and trustworthy
• Calm under pressure
• Highly organized
• Direct but tactful