Job Description
Job Description
Administrative Assistant to CEO
Executive Support Across Multiple Businesses
The Administrative Assistant to the CEO is a high-trust executive support role responsible for managing communication flow, scheduling, logistics, and sensitive administrative functions for a CEO overseeing multiple businesses. This role reduces operational noise, protects executive time, and ensures consistent follow-through so the CEO can focus on strategy, leadership, and decision-making.
Core Responsibilities-
Executive Communication Management
- Monitor and triage email, text messages, and voicemails
- Draft approved responses and escalate only priority matters
- Identify recurring issues and streamline communication flow
Calendar & Time Management
- Own and manage the CEO’s calendar across all businesses
- Enforce meeting discipline and prevent over-scheduling
- Block and protect focused work time
Travel & Logistics Coordination
- Plan daily and multi-day travel
- Prepare detailed itineraries
- Drive company vehicles when required and ensure proper vehicle upkeep
Task & Follow-Up Management
- Track executive commitments and action items
- Maintain organized task systems
- Follow up with stakeholders to ensure completion
Banking & Financial Administrative Support
- Serve as liaison with banks and financial institutions
- Coordinate documentation and prepare signature packets
- Handle routine administrative requests
- No authority to move funds unless specifically authorized
Credential & Access Management
- Securely manage passwords, logins, and access permissions
- Use approved systems to maintain confidentiality and data security
Meeting Support
- Prepare agendas
- Take notes and document action items
- Distribute summaries and track accountability
Document & Information Management
- Organize contracts, agreements, and key business documents
- Maintain systems for quick and reliable retrieval
Cross-Business Coordination
- Coordinate with operations, finance, HR, and office managers
- Route information effectively and help standardize processes
Role Boundaries
This is not a decision-making role, receptionist position, or open-ended task role. The primary purpose is to reduce administrative friction and increase executive efficiency.
Required Skills & Traits
- Highly organized and detail-oriented
- Discreet with sensitive information
- Strong written and verbal communication skills
- Confident in prioritizing and professionally pushing back when needed
- Reliable driver with a clean driving record
Performance Expectations
First 30 Days: Inbox and calendar stabilized
First 90 Days: Noticeable increase in executive leverage and reduced administrative friction
Company DescriptionWe are a full-service executive search and staffing firm focused on delivering permanent, contract, and interim talent across a wide range of industries. Fluent in both English and Spanish, we connect proven professionals with companies that need to move fast. We thrive on helping businesses scale efficiently and confidently, no matter the role or vertical
Company Description
We are a full-service executive search and staffing firm focused on delivering permanent, contract, and interim talent across a wide range of industries. Fluent in both English and Spanish, we connect proven professionals with companies that need to move fast. We thrive on helping businesses scale efficiently and confidently, no matter the role or vertical