Executive Assistant/Chief of Staff

Job Title: Executive Assistant/Chief of Staff 
Employment Type: Full-Time  
Minimum Experience: 7+ years  

Position Summary

The Executive Assistant provides high-level administrative support to the Chief Executive Officer, focusing on managing schedules, coordinating meetings, and handling confidential information with discretion. This role is ideal for someone who enjoys working with people, has prior work-related travel experience, and is proficient in communication. The ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to anticipate the needs of executives proactively, demonstrating expert-level proficiency in administrative support.

Core Responsibilities

Strategic Support & Operations

• Serve as primary gatekeeper and strategic advisor to the CEO, managing priorities and decision flow.
• Anticipate operational challenges and develop proactive solutions across multiple business areas.
• Execute complex projects with military precision and zero tolerance for dropped details
• Coordinate cross-functional initiatives between engineering, sales, marketing, and operations teams

Stakeholder Management

• Interface confidently with investors, board members, clients, and key partners on behalf of the CEO
• Translate technical concepts for non-technical stakeholders and business concepts for engineering teams
• Negotiate with vendors, service providers, and partners to secure optimal terms and pricing
• Manage sensitive communications requiring discretion and diplomatic finesse

Travel & Logistics

• Design and execute complex global travel itineraries, optimizing for cost, efficiency, and CEO productivity. 
• Secure best-available rates through relationship building and strategic negotiation.
• Coordinate international logistics including visas, customs, and cultural considerations
• Build contingency plans for travel disruptions and last-minute changes

Communication & Coordination

• Draft, edit, and manage high-stakes communications including investor updates, client correspondence, and internal announcements
• Coordinate board meetings, investor presentations, and client meetings with flawless attention to detail

• Bachelor's degree preferred; an Associate's degree or equivalent practical experience is required.
• Minimum of 7 years of experience supporting senior-level executives, with prior work-related travel experience strongly preferred.

Requirements

• Proficiency in Google Suite: Must be adept in utilizing Google’s suite of tools (Docs, Sheets, Calendar, etc.) for productivity and collaboration.
• Communication: Exceptional written and verbal communication skills, with the ability to communicate effectively with various stakeholders.
• Interpersonal Skills: Enjoys working with people and building professional relationships; capable of navigating diverse communication styles.
• Organizational Skills: Strong organizational and time management abilities to effectively handle multiple tasks and priorities.
• Task Prioritization: Demonstrated ability to prioritize tasks and work efficiently under pressure while maintaining high quality.
• Discretion: Must exhibit discretion and the ability to handle confidential information judiciously.
• Problem-Solving: Strong problem-solving and decision-making skills to proactively address challenges and find solutions.
• Attention to Detail: A keen eye for detail and accuracy to ensure thoroughness in all communications and tasks.

Desired Attributes

• Proactive and Resourceful: Ability to anticipate needs and take initiative without waiting for direction.
• Professional Demeanor: Presents a high level of professionalism and strong interpersonal skills in all interactions.
• Adaptability: Flexible and adaptable to changing priorities and demands in a fast-paced environment.
• Independence and Teamwork:  Ability to work independently while also being a collaborative team player, balancing both approaches as necessary.