Confidential Executive Assistant

Job Description 

The Confidential Executive Assistant position is critical to the function of the executive team, namely the CEO, and requires someone to be jack-of-all-trades who functions in multiple roles, and can operate at a fast cadence at all times. We are seeking those that are tough and are ready for a challenge. This position can be precarious since the Confidential Executive Assistant has minimal authority in many contexts (high-level meetings) but is integral in the smooth operations of our executive office. Given that this position engages directly with leadership, this position will undoubtedly provide unique opportunities to learn and engage with the leadership of an incredible, game-changing organization.

This is an honorable, trusted, and key position in our organization. The Confidential Assistant is the shadow – always in lockstep supporting, guiding, directing, predicting, and executing the will of our executives.

You will be expected to produce documents and information at a moment’s notice – schedule of events/meetings, purpose of meetings, people attending those meetings, itineraries, seating arrangements, timing, and detailed travel routes. You will need to know the full details of the executives’ schedule starting with the current day, while simultaneously planning and supporting the following day’s schedule, all while predicting the schedule for the following week. As the jack-of-all-trades, you should be prepared for a variety of situations while understanding that the schedule is fluid and subject to change.

This position may also be involved in meetings in which management-only discussions occur so the highest level of discretion is required.

Responsibilities:

This role will require frequent interaction with intra- and inter-organizational contacts, customers, vendors, and representatives of professional organizations and public agencies that will require attention to detail and good diplomacy and judgment to resolve conflicting needs, and ability for discreetly handling sensitive internal and proprietary data.

• Executive Support: Act as a trusted assistant to the CEO, the Advisory Board, and executive team, organizing current needs and handling sensitive business information with utmost discretion, urgency, and accuracy.
• Calendar Management: Efficiently manage a high-volume, constantly changing calendar, handle scheduling requests, and proactively address conflicts to align executive time with business priorities.
• Travel Management: Manage all executive-level travel scheduling and arrangements, ensuring timely communication and preparedness for both domestic and international travel. We need you to think ahead.
• Meeting Coordination: Attend meetings with or on behalf of the CEO, prepare agendas, capture meeting notes, develop read-aheads, and ensure timely follow-up on action items. Coordinate onsite and offsite meetings comprehensively.
• Communication Support: Assist in communication needs through various platforms such as Teams, ensuring clear and effective exchanges between the executives and stakeholders.
• Document Preparation: Provide administrative support in drafting and reviewing documents, presentation materials, and online resources. Ensure high quality and accuracy in all prepared materials.
• Event Support: Support in-person and virtual events attended by the CEO, including coordination and logistics to ensure smooth execution.
• Process Improvement: Identify and implement process improvements to enhance administrative efficiency and effectiveness. Document and streamline administrative processes as needed.

The listed responsibilities are not exhaustive and additional responsibilities may be assigned based on the evolving needs of the organization. We are seeking a dynamic individual who is able to adapt and take on new responsibilities as they arise.

Qualifications:

• Bachelor’s Degree and minimum 4 years of prior relevant experience, or Graduate Degree and a minimum of 2 years of prior related experience. 
• Preference for former uniformed officer who has experience acting as a confidential assistant to a flag officer, or similar experience.

Preferred Qualifications:

• Experience: Experience providing executive-level administrative support, preferably in a high-paced and defense-related environment. You are naturally biased for action, tactful, and composed in high-pressure environments. You are tough and can handle interpersonal dynamics.
• Calendar and Travel Management: Proven experience in managing complex executive calendars and travel arrangements with exceptional organizational skills.
• Communication Skills: Excellent written and verbal communication skills, with a demonstrated ability to interact effectively and succinctly with senior executives, high ranking military-personnel, staff, and external stakeholders.
• Document Preparation: Excellent proficiency in preparing high-quality reports, presentations, and correspondence. You will be responsible for high-level QA on all communications and reporting to the CEO.
• Confidentiality: Prior experience handling sensitive information with the highest level of discretion and confidentiality. Prior experience in defense-related field is highly desired.

Travel Expectations/Requirements: 20%