EXECUTIVE PERSONAL ASSISTANT TO THE CEO
Position: Executive Personal AssistantReports To: Executive/Chief Executive Officer (CEO)Employment Type: Full-Time | Salaried/Hourly as designatedSchedule: 40+ Hours Per Week; Evenings, Weekends, and Travel May Be RequiredTravel: Local, Domestic, and Occasional Overnight Travel Required
POSITION SUMMARY
The Executive Personal Assistant serves as a trusted, highly confidential, and dependable support professional to the CEO. This position requires an individual who understands that supporting a high-level executive extends beyond traditional administrative duties. The Executive Personal Assistant must be organized, proactive, discreet, detail-oriented, flexible, and capable of managing both professional and personal responsibilities in a fast-paced environment.
Because this position provides direct access to the CEO’s business affairs, schedule, communications, travel, meetings, confidential information, and personal matters, privacy, professionalism, discretion, loyalty, sound judgment, and confidentiality are essential requirements of the position.
The successful candidate must have prior experience supporting an executive, business owner, senior-level professional, public figure, or individual with a demanding professional schedule.
ESSENTIAL DUTIES & RESPONSIBILITIES
Executive Support
- Manage and maintain the CEO’s professional and personal calendar. Schedule, confirm, coordinate, and adjust appointments, meetings, conference calls, events, and other commitments. Maintain detailed daily, weekly, and monthly schedules. Provide reminders regarding meetings, deadlines, travel, events, calls, and important responsibilities. Anticipate scheduling conflicts and proactively recommend solutions. Assist with correspondence, documents, reports, presentations, meeting materials, and other executive needs. Maintain organized records and files. Track assignments, deadlines, follow-ups, and outstanding matters. Communicate with staff, clients, business associates, vendors, and other individuals on behalf of the CEO when authorized. Ensure that information provided to the CEO is accurate, organized, timely, and complete.
Personal Assistance
- Assist with personal appointments, reservations, errands, purchases, deliveries, and other authorized personal responsibilities. Coordinate personal and business travel. Maintain travel itineraries and ensure that the CEO has necessary travel information and documentation. Handling all CEO household needs including but not limited to assisting with move , set up and or household organization Assist with event preparation and special projects. Handle sensitive personal matters with the highest degree of discretion. Provide transportation for the CEO when required. Maintain awareness of changing priorities and be prepared to adjust the day’s schedule accordingly.
CONFIDENTIALITY & PRIVACY
This position requires an exceptionally high level of confidentiality.
The Executive Personal Assistant may have access to confidential business information, financial information, contracts, client information, employee matters, travel schedules, private conversations, personal information, and other sensitive materials.
The employee must:
- Protect all confidential and proprietary information. Never photograph, record, copy, forward, post, share, or disclose confidential information without authorization. Never discuss the CEO’s personal or professional affairs with friends, family members, coworkers who do not have a business need to know, members of the public, or on social media. Maintain professional boundaries at all times. Exercise discretion regarding the CEO’s location, travel, meetings, visitors, clients, and schedule. Sign and comply with all required confidentiality, privacy, and nondisclosure agreements. Return all company and executive records, devices, keys, documents, passwords/access credentials, and other property upon request or separation from employment.
Confidentiality obligations continue after employment ends to the extent provided by applicable agreements and law.
PROFESSIONALISM
The Executive Personal Assistant represents the Office of the CEO and is expected to maintain exceptional professional standards.
The employee must demonstrate:
- Professional appearance and conduct. Excellent written and verbal communication. Respectful interaction with executives, clients, staff, vendors, and guests. Excellent judgment and emotional maturity. Punctuality and dependability. Strong organizational and time-management skills. Ability to remain composed under pressure. Ability to receive instructions and execute assignments accurately. Ability to work independently without constant supervision. Ability to distinguish urgent matters from routine matters. Ability to handle changing schedules and last-minute requests professionally.
ATTENTION TO DETAIL
This position requires an individual who is extremely detail-oriented.
The Executive Personal Assistant is expected to double-check dates, times, names, addresses, reservations, transportation arrangements, documents, deadlines, and instructions before presenting information to the CEO.
Small details matter in this position. The employee must take ownership of assignments from beginning through completion and follow up without requiring repeated reminders.
HOURS & AVAILABILITY
This is not necessarily a traditional Monday-through-Friday, 9:00 a.m.–5:00 p.m. position.
The position may require:
- More than 40 hours in a workweek. Early mornings. Evenings. Weekends. Holidays when business needs require. Overnight assignments. Local and out-of-state travel. Schedule adjustments with limited notice.
All scheduling, overtime, exempt/nonexempt classification, travel time, and compensation practices will be administered in accordance with applicable federal and state employment laws.
TRAVEL & DRIVING REQUIREMENTS
The Executive Personal Assistant must:
- Possess and maintain a valid, active driver’s license. Be legally eligible to operate a motor vehicle. Provide authorization for review of a seven-year driving record, where permitted by applicable law. Maintain an acceptable driving record consistent with the requirements of the position and applicable company insurance requirements. Be comfortable driving locally and during business travel when required. Be willing and able to travel as necessary for the position. Must have passport or ability to gain
BACKGROUND & DRUG SCREENING
Employment may be contingent upon successfully completing job-related screening requirements consistent with applicable law, including:
- Criminal background screening. Driving-record/MVR review. Pre-employment drug screening. Verification of previous employment and professional experience. Verification of driver’s license status.
Where permitted by applicable law and company policy, employees in this position may also be subject to random or reasonable-suspicion drug testing and periodic driving-record checks during employment.
Any screening or testing will be administered consistently with applicable federal, state, and local laws.
REQUIRED QUALIFICATIONS
Candidates must have:
- Prior professional experience as an Executive Assistant, Personal Assistant, Executive Personal Assistant, Administrative Assistant to senior leadership, or a substantially similar role. Demonstrated experience supporting a high-level executive or business owner. Strong organizational and multitasking abilities. Exceptional attention to detail. Excellent verbal and written communication skills. Strong computer, smartphone, calendar, email, and administrative technology skills. Ability to handle confidential and sensitive information. Ability to work independently and make sound decisions. Ability to prioritize multiple responsibilities simultaneously. Flexibility regarding work hours and assignments. Ability and willingness to travel. Active driver’s license and acceptable driving history. Ability to successfully satisfy applicable pre-employment screening requirements.
PREFERRED QUALIFICATIONS
Preference may be given to candidates with:
- Three or more years of executive or personal assistant experience. Experience supporting a CEO, entrepreneur, entertainment executive, agency executive, public figure, or high-net-worth individual. Experience coordinating executive travel and events. Experience managing confidential documents and sensitive communications. Strong problem-solving and crisis-management skills.
KEY CHARACTERISTICS
The ideal candidate will be:
Private. Professional. Organized. Dependable. Loyal. Discreet. Proactive. Resourceful. Detail-Oriented. Flexible. Trustworthy. Calm Under Pressure.
This position requires someone who understands that being an Executive Personal Assistant means anticipating needs, protecting the executive’s time and privacy, solving problems, following through, and maintaining professionalism regardless of the circumstances.
CONDITION OF EMPLOYMENT
Employment and continued employment are subject to the employee maintaining all qualifications required for the position and complying with company policies, confidentiality requirements, professional standards, and applicable laws.
The employee may be required to sign separate confidentiality, nondisclosure, acceptable-use, vehicle, travel, and other company agreements.
Equal Employment Opportunity: Employment decisions will be made without unlawful discrimination and in accordance with applicable federal, state, and local employment laws.
Pay: From $45,000.00 per year
Benefits:
Work Location: In person
