Executive Assistant - Office of the CEO

We are seeking an Executive Assistant to provide on-site support for the Office of the CEO. This role requires a proactive, highly organized, and detail-oriented professional who thrives in a fast-paced environment. The EA will play a key role in managing executive communications, coordinating complex schedules, handling confidential information, and ensuring the CEO’s office operates efficiently.

As part of a collaborative team of Executive Assistants, this role will work closely with other EAs to support the CEO, executive leadership, and broader business priorities. The EA team operates with a shared commitment to excellence, efficiency, and seamless executive support, ensuring the leadership team is empowered to focus on strategic initiatives.

Job Description and Key Responsibilities

Administrative & Executive Support

• Provide comprehensive administrative support to the CEO and Chief of Staff, ensuring smooth daily operations.
• Manage an intricate and dynamic calendar, including scheduling meetings, appointments, and travel.
• Screen and prioritize emails, phone calls, and correspondence, ensuring prompt and appropriate responses. Work with COS to delegate takes that can be redirected from the CEO and addressed by other Executives.
• Prepare and edit reports, presentations, and other documents for executive review.
• Conduct research and gather information for strategic initiatives and decision-making.
• Serve as a liaison between the CEO’s office and internal/external stakeholders, fostering strong relationships.

Meeting & Event Coordination

• Assist with planning and coordinating executive meetings, board meetings, and leadership retreats, including logistics, agendas, materials, and follow-ups.
• Attend meetings as needed, taking notes and tracking action items.

Project & Operations Support

• Support the Chief of Staff with special projects, operational initiatives, and cross-functional coordination.
• Assist with executive communications, internal announcements, and confidential matters.
• Maintain and improve systems and processes that enhance office efficiency and effectiveness.
• Manage key records, files, and databases with discretion and confidentiality.

Travel & Expense Management

• Arrange complex travel itineraries, including flights, accommodations, and ground transportation.
• Prepare and process expense reports, ensuring compliance with company policies.

Confidentiality & Professionalism

• Handle sensitive information with the utmost discretion and maintain strict confidentiality.
• Represent the CEO’s office with professionalism and diplomacy in all interactions.

Qualifications

• Experience as an Executive Assistant, preferably supporting C-suite executives.
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.
• Exceptional organizational and time management skills.
• Very strong interpersonal skills and the ability to build relationships internally and externally.
  
• Strong written and verbal communication skills, with a keen attention to detail.
• High level of discretion and confidentiality in handling sensitive information.
• Strong problem-solving skills and ability to anticipate executive needs proactively.
• Experience managing complex travel arrangements and expense reporting.

DataXstream LLC is an equal-opportunity workplace and an affirmative-action employer. We are always committed to equal employment opportunities regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. Discrimination is not welcome on the basis of any other status protected by the laws or regulations in the locations where we work.