Executive Assistant to CEO

ABOUT:

Cardin McCoy is a dynamic and fast-growing children’s apparel and footwear brand known for its creativity, quality, and commitment to sustainability. We release high-quality, trend-driven graphic tees and other apparel made to inspire self-expression and individuality in kids. We are seeking an organized and proactive Executive Assistant to the CEO to provide day-to-day support in managing tasks, projects, and communications.

JOB DESCRIPTION:

As the Executive Assistant to the CEO, you will play a key role in ensuring the smooth operation of the executive office. The ideal candidate will be highly organized, resourceful, and capable of juggling multiple responsibilities with professionalism and efficiency. This role requires someone who can manage the CEO’s daily tasks and communications while maintaining a focus on confidentiality, problem-solving, and prioritization.

RESPONSIBILITIES:

Executive Support:

• Manage the CEO’s calendar, including scheduling meetings, appointments, and events.
• Coordinate travel arrangements for the CEO, including booking flights, accommodations, and preparing detailed itineraries.
• Assist in drafting and editing emails, presentations, reports, and other executive-level documents.
• Prepare the CEO for meetings by compiling relevant documents, reports, and briefs.

Communication Management:

• Serve as the primary point of contact between the CEO and internal/external stakeholders.
• Manage inbound communications, including emails, phone calls, and messages, ensuring timely responses.
• Prioritize, track, and follow up on important tasks, ensuring deadlines are met.

Project Coordination:

• Help organize and oversee key projects, managing timelines and deliverables as assigned by the CEO.
• Support cross-functional communication and coordination to keep teams aligned with the CEO’s goals and directives.
• Provide regular updates on the status of ongoing projects and initiatives.

Meeting Coordination & Preparation:

• Schedule and coordinate executive meetings, including leadership team meetings and cross-departmental sessions.
• Prepare meeting agendas, take minutes, and track action items to ensure follow-through on key decisions.
• Manage logistics for meetings, including room setup, catering, and necessary technology.

Administrative Tasks:

• Handle general administrative duties such as filing, record keeping, and managing correspondence.
• Organize and maintain the CEO’s files and documents, both physical and digital.
• Assist with expense reports, billing, and payment approvals as needed.

Confidentiality & Discretion:

• Manage sensitive and confidential information with the highest level of discretion and professionalism.
• Uphold the company’s values and represent the CEO in communications with clients, partners, and employees.

Miscellaneous Tasks:

• Perform other duties as assigned by the CEO, including personal tasks that may overlap with business responsibilities.
• Anticipate the needs of the CEO and proactively offer support in various aspects of the role.

REQUIREMENTS:

• Bachelor’s degree in Business, Communications, or a related field is preferred.
• 8 years of experience in an administrative or executive assistant role, preferably supporting C-suite executives.
• Excellent organizational and time management skills with an ability to multitask and prioritize tasks efficiently.
• Strong written and verbal communication skills, with a professional demeanor.
• High level of discretion and confidentiality in handling sensitive matters.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Drive).
• Detail-oriented, proactive, and capable of working independently in a fast-paced environment.
• Experience in fashion, retail, or eCommerce industries is a plus.