Executive Assistant/Specials Projects

Serve as the CEO's dedicated support system and trusted ally, with the sole purpose of making the CEO's life easier in all aspects. This role combines high-level executive assistance with personal support and special project management, requiring exceptional intuition, nurturing qualities, and unwavering dedication. The ideal candidate will function as a "right hand" to the CEO, anticipating needs before they arise and creating a seamless experience across professional and personal domains.

Tasks

Executive Support & Personal Care Responsibilities:

• Serve as a support system to the CEO, providing nurturing support without judgment
• Create a protective buffer that allows the CEO to focus on high-value activities
• Manage CEO's complex calendar, balancing professional and personal commitments with care
• Shield the CEO from email overwhelm by processing and prioritizing messages, drafting responses in CEO's voice, and creating concise daily/weekly summaries of only the most critical items
• Maintain detailed awareness of CEO's family calendar including activities for 8 children
• Coordinate seamlessly with household staff to ensure family needs are met
• Anticipate CEO's needs before they're expressed and proactively offer solutions
• Provide gentle, supportive reminders for upcoming commitments in a way that respects the CEO's work style
• Accept and accommodate "scatter-brained" moments with patience and understanding
• Create systems to compensate for the CEO's organizational challenges
• Manage travel arrangements with meticulous attention to the CEO's preferences and needs
• Prepare comprehensive meeting materials and briefing documents that allow the CEO to be fully prepared
• Run personal and professional errands with discretion and efficiency
• Work harmoniously with virtual executive assistant to provide comprehensive support
• Maintain absolute confidentiality regarding all business and personal matters
• Act as a trusted gatekeeper, appropriately filtering communications and requests
• Demonstrate unwavering flexibility to accommodate the CEO's changing schedule
• Approach all tasks with warmth, positivity and a "I'll figure it out" attitude
• Provide emotional support and a calming presence during stressful periods

Special Projects Coordination:

• Manage and coordinate CEO's non-profit initiatives
• Oversee special G&A projects that typically fall to the CEO
• Develop project plans and timelines for special initiatives
• Coordinate with internal and external stakeholders on project execution
• Track project progress and provide regular updates to CEO
• Identify potential issues and develop contingency plans
• Research and gather information to support special projects
• Create presentations and reports for special initiatives
• Represent the CEO in meetings related to special projects when appropriate
• Ensure alignment between special projects and company objectives

Administrative Support:

• Draft high-level correspondence for CEO's signature
• Prepare and edit presentations, reports, and other documents
• Organize and maintain electronic and physical files for CEO and special projects, including her non-profit
• Coordinate and schedule high-level meetings, including board meetings
• Arrange conference calls and video conferences
• Manage confidential documents and information