Executive Administrative Assistant to the CEO

Position Summary

This highly trusted role provides comprehensive business and personal support to the CEO. The assistant manages executive administration, analyzes information, prepares reports and presentations, coordinates priorities, and handles selected personal and household matters. The ideal candidate acts as a resourceful extension of the CEO, turning objectives into accurate, polished results with minimal supervision.

Integrity, discretion, sound judgment, and moral character are essential because the role has access to confidential company, employee, financial, personal, and family information.

Key Responsibilities

Executive and business support

• Manage the CEO's calendar, meetings, travel, correspondence, commitments, deadlines, and follow-up items.

• Prepare agendas, briefing materials, reports, presentations, and internal or external communications.

• Organize executive records and coordinate appropriately with leaders, employees, customers, suppliers, and outside professionals.

• Lead special projects that may cross departments; anticipate needs, resolve routine issues, and elevate matters requiring CEO approval.

AI data analysis and reporting

• Use company-approved AI and analytical tools to research topics, query supplied datasets, summarize results, and improve administrative workflows.

• Translate raw business data into concise executive reports; identify meaningful trends, exceptions, risks, and opportunities.

• Create professional PowerPoint presentations and work effectively in Excel, Word, Outlook, and related applications.

• Validate AI-generated work for accuracy and protect sensitive information by using only approved systems and practices.

Personal and family support

• Coordinate appointments, reservations, travel, purchases, registrations, renewals, and other personal logistics.

• Organize household invoices and due dates, prepare payments for authorization, and maintain accurate records.

• Work with authorized service providers, contractors, financial professionals, insurers, and other third parties.

• Maintain clear separation between company and personal records and expenses while protecting all family information.

Integrity and Confidentiality

The assistant must maintain strict confidentiality inside and outside the workplace, use mature judgment with sensitive or incomplete information, and understand that access never implies permission to disclose. The role requires professional boundaries, responsible use of authority, and discretion in every interaction. Character, trustworthiness, and judgment carry the same weight as experience and technical skill.

Qualifications

Required

• Significant experience supporting a CEO, senior executive, business owner, entrepreneur, or comparable leader.

• Exceptional organization, time management, communication, attention to detail, and follow-through.

• Strong Microsoft Office skills, especially Outlook, Excel, PowerPoint, and Word.

• Demonstrated professional use of AI tools and the ability to analyze spreadsheets or datasets and present clear conclusions.

• Ability to manage changing priorities independently while recognizing when authorization is required.

• Proven discretion with confidential information and professional communication at all organizational levels.

Preferred

• Experience as an Executive Assistant, Senior Executive Assistant, Personal Assistant, or similar role.

• Experience in a privately held, family-owned, manufacturing, or entrepreneurial business.

• Advanced Excel and PowerPoint capability, experience with financial or operating data, and experience balancing business and personal support.

Personal Characteristics

The ideal candidate is trustworthy, discreet, resourceful, proactive, analytical, technologically curious, highly organized, accurate, calm under pressure, and service-oriented. This person is equally comfortable completing high-level analytical work and routine administrative or personal tasks.

Measures of Success

• The CEO has complete confidence in the assistant's integrity, discretion, reliability, and judgment.

• Reports, presentations, analysis, records, and follow-up are accurate, timely, and professionally prepared.

• AI and technology improve productivity without compromising confidentiality or accuracy.

• The CEO's priorities are anticipated and organized, reducing administrative demands while preserving appropriate oversight.

Nature of the Position

This role requires flexibility. Responsibilities may shift from preparing an executive presentation or analyzing operating data to coordinating travel, appointments, or household matters. The purpose of the position is to increase the CEO's effectiveness through responsible management of business and personal administrative demands.