Executive assistant to CEO (contract)

About the position

Writer is seeking a high-level administrative support professional to assist the CEO and coordinate with the CEO’s office team. This role involves managing complex travel arrangements, including flights, hotels, and ground transportation, while adapting to frequent changes in the CEO’s schedule. The position also includes managing calendars, coordinating meetings across multiple time zones, supporting internal event planning, and preparing expense reports. Success in this role requires discretion, attention to detail, and the ability to anticipate needs in a fast-paced environment. This is a six-month contract with the opportunity to convert to full-time employment.

Responsibilities

• Arrange domestic and international travel, including flights, accommodations, ground transportation, and itineraries, while accurately tracking all travel details in a central spreadsheet.
• Support internal event planning and execution, including logistics, vendor coordination, and on-site assistance.
• Coordinate with key stakeholders to draft emails on the CEO’s behalf, ensuring clear communication and timely responses in alignment with the CEO’s priorities.
• Assist in managing complex calendars, schedule meetings, and coordinate appointments across multiple time zones.
• Prepare, track, and process expense reports, ensuring compliance with company policies.
• Anticipate executive needs and proactively address administrative and operational challenges.

Requirements

• Exceptional administrative, planning and execution skills.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities.
• Strong communication and interpersonal skills, with a professional and proactive approach.
• Experienced in managing complex calendars and coordinating meetings across multiple time zones.
• Skilled in booking and managing travel arrangements, including flights, hotels, and transportation.
• Adept at handling expense reports and ensuring compliance with company policies.
• Comfortable supporting events, from planning to execution.
• Discreet and trustworthy when handling sensitive and confidential information.
• Tech-savvy with proficiency in Google Workspace and other administrative tools.
• A problem-solver who anticipates needs and takes initiative in a fast-paced environment.
• Flexible and adaptable, able to thrive in a dynamic corporate setting.

Benefits

• Generous PTO, plus company holidays
• Medical, dental, and vision coverage for you and your family
• Paid parental leave for all parents (12 weeks)
• Fertility and family planning support
• Early-detection cancer testing through Galleri
• Flexible spending account and dependent FSA options
• Health savings account for eligible plans with company contribution
• Annual work-life stipends for home office setup, cell phone, internet
• Wellness stipend for gym, massage/chiropractor, personal training, etc.
• Learning and development stipend
• Company-wide off-sites and team off-sites
• Competitive compensation, company stock options and 401k