Executive Assistant to CEO

Position Overview

The Executive Assistant / Personal Assistant (EA/PA) is a highly trusted partner responsible for providing comprehensive administrative, operational, and personal support to the CEO. This role serves as a central coordination point across multiple companies (Proper, Guardian, and Livly), acting as a key liaison between the executive, internal teams, and external stakeholders.

The EA/PA ensures that both organizational priorities and personal obligations are executed efficiently, with a high degree of discretion, professionalism, and sound judgment. This individual must be comfortable managing complex workflows, prioritizing competing demands, and operating independently in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to anticipate needs, streamline operations, and maintain confidentiality across both business and personal matters.

Requirements

Executive Support & Coordination

• Provide direct administrative and operational support to the CEO.
• Act as a liaison between the CEO and executive teams across Proper, Guardian, and Livly.
• Manage complex calendar scheduling, including business meetings, personal commitments, and travel.
• Coordinate corporate meetings, executive team sessions, and cross-company events.
• Prepare and manage weekly executive team recaps and communications.
• Exercise independent judgment in prioritizing tasks and resolving issues.

Communication & Information Management

• Screen and manage email communications, responding on behalf of the CEO when appropriate.
• Handle sensitive and confidential information with discretion and integrity.
• Maintain contact databases and communication systems.
• Coordinate with internal stakeholders and external partners for scheduling and follow-ups.

Travel & Logistics Management

• Manage domestic and international travel planning, including flights, accommodations, and itineraries.
• Track and manage travel credits, ensuring optimal utilization and cost efficiency.
• Maintain travel profiles, loyalty programs, and preferences.
• Coordinate conference registrations and travel-related logistics.

Financial & Administrative Operations

• Reconcile corporate and personal credit card expenses (Amex, Brex).
• Track receipts, invoices, and expense documentation for reporting and reimbursement.
• Manage corporate tools and platforms, including travel systems and communication tools.
• Support CRM management (Salesforce) and operational tracking where required.

Personal & Lifestyle Management

• Manage personal appointments, calendars, and scheduling needs.
• Coordinate personal activities, including family events, weekend planning, and reservations.
• Oversee management of personal properties (e.g., Park City house scheduling and services).
• Coordinate gifting, flowers, and personal communications (e.g., birthday messages).

Systems, Tools & Process Management

• Utilize and manage systems including Salesforce, Asana, Slack, Teams, SharePoint, and travel platforms.
• Maintain organized workflows for scheduling, communication, and expense tracking.
• Ensure adherence to company travel policies and operational procedures.
• Manage virtual communication tools and offshore support systems as needed.

Qualifications

Required Experience

• Proven experience supporting C-level executives in an EA/PA or similar role.
• Strong background in calendar management, travel coordination, and executive support.
• Experience managing both professional and personal responsibilities for senior leadership.
• Familiarity with CRM systems, project management tools, and communication platforms.
• Ability to manage multiple priorities across different organizations simultaneously.

Preferred Credentials

• Bachelor’s degree preferred.
• Experience supporting executives across multiple entities or business units.
• Familiarity with finance tracking, expense reconciliation, and operational systems.

Leadership Profile

• Highly proactive with strong problem-solving and decision-making skills.
• Exceptional organizational and time management abilities.
• Strong communication skills with the ability to interact across all levels of an organization.
• High level of discretion, integrity, and professionalism.
• Detail-oriented with the ability to anticipate needs and act independently.

What Success Looks Like

• Seamless coordination of the CEO’s professional and personal priorities.
• Efficient and optimized calendar, travel, and communication management.
• Accurate and timely handling of expenses, logistics, and operational workflows.
• Strong relationships with internal teams and external stakeholders.
• A highly organized and proactive support system that enables executive effectiveness.

Benefits

• Competitive compensation, commensurate with experience.
• Generous PTO and paid holidays.
• Opportunity to work closely with executive leadership across multiple growing companies.