Executive Assistant to the CEO

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
• Personally accountable
• Adaptable
• Service-oriented
• Confident exercising judgment

Measures of Success

• The CEO’s calendar consistently reflects the company’s highest priorities.
• The CEO is prepared for meetings, decisions, and external commitments.
• Routine communications are handled accurately, professionally, and promptly.
• Decisions, delegated items, and commitments are tracked through completion.
• Executive meetings begin with the necessary information and materials.
• Schedule conflicts and preparation requirements are anticipated in advance.
• The CEO spends materially less time on scheduling, routine correspondence, and administrative coordination.

Work Arrangement

This is a hybrid role based in the Greensboro area. The Executive Assistant is expected to work in the Greensboro office 3-4 days weekly, with flexibility based on business needs.