Assistant to Executive Assistant to the CEO

Position Overview:

The Assistant to the Executive Assistant (EA) to the CEO provides vital administrative and operational support to help ensure the seamless functioning of the Office of the CEO. This role supports the EA in managing the CEO’s complex schedule, coordinating communications, and executing a variety of administrative tasks with a high degree of discretion, professionalism, and attention to detail.

Acting as a key contributor to the executive support team, the Assistant enables the CEO to remain focused on high-level strategic and leadership priorities by ensuring daily operations run smoothly and efficiently. The ideal candidate is proactive, organized, and adaptable, with strong time management and multitasking abilities. This position plays a critical role in maintaining the overall effectiveness of executive operations through thoughtful logistical, administrative, and organizational support.

1. Executive Administrative Support

• Reports directly to the Executive Assistant to the CEO and the CEO, supporting both in managing administrative priorities.

2. Calendar and Meeting Management

• Supports the coordination and maintenance of the CEO’s calendar, including scheduling and confirming meetings, appointments, and events.

3. Communication and Coordination

• Acts as a key point of contact on behalf of the CEO and Executive Assistant, managing and prioritizing incoming and outgoing communications including emails, letters, and packages.

4. Confidential Information Management

• Safeguards all confidential documents and information, ensuring secure storage and access limited to authorized personnel.

5. Travel and Logistics

• Manages comprehensive travel and accommodation arrangements for the CEO, including flight bookings, visa processing, hotel reservations, and ground transport.

6. Office and Administrative Management

• Supports basic office management responsibilities, including maintaining and replenishing office supplies.

7. Communication Preparation

• Drafts, formats, and edits internal and external communications such as memos, reports, presentations, emails, and official correspondence.

8. Reporting

• Prepares regular and ad-hoc reports as required by the CEO and Executive Assistant, supporting strategic planning and informed decision-making.

Educational Qualifications:

• Minimum of High School Diploma or Degree
• Bachelor’s degree in Business Administration, Office coordination, Secretarial Studies, or a related field preferred.

Experience:

• 3+ years of administrative or executive support experience in an executive assistant or secretarial role, preferably supporting C-level executives (CEO, COO, CMO, etc.).
• Proven experience in a healthcare, corporate, or high-paced professional environment is highly desirable.