Executive Administrative Assistant

Executive Assistant to the CEO (X Holdings)

Full-time | In-office (Stamford or Norwalk, CT)

Position summary

X Holdings is a privately held holding company that oversees multiple operating businesses. The CEO runs a high-volume schedule and manages many parallel priorities across leadership, operations, and external partnerships. This role is designed to create leverage: protect the CEO’s time, triage inbound communication, and build a dependable operating system for day-to-day execution and document organization.

This is an in-office, high-trust position supporting a confidential, fast-moving executive environment. The ideal candidate is proactive, exceptionally organized, and comfortable acting as a gatekeeper while maintaining a calm, service-oriented tone.

Core responsibilities

1) Executive communication + gatekeeping

 Own and triage the CEO’s inbox daily: sort, label, and prioritize; draft responses; surface only the items that require executive input.

 Establish and maintain communication protocols (who has direct access, what routes through the EA, what requires a scheduled meeting).

 Coordinate follow-ups and ensure commitments made via email/text are captured, assigned, and closed.

 Maintain an executive contact directory and “VIP list” to streamline routing and responsiveness.

 Create a concise daily/weekly briefing that highlights critical deadlines, approvals needed, and top priorities.

2) Calendar ownership + scheduling operations

 Own the CEO’s calendar end-to-end: scheduling, confirmations, reschedules, time blocking, and meeting preparation.

 Build and maintain a weekly structure (focus blocks, meeting windows, travel buffers, and deep-work time).

 Prepare agendas and pre-reads; ensure every meeting has a purpose, desired outcomes, and next steps.

 Coordinate with internal leaders, clients, vendors, and professional partners; manage time zones and logistics as needed.

3) Cloud file management + document operations (major focus)

 Design and maintain a clear cloud-based folder architecture across the business(es) (e.g., Google Drive, Dropbox, OneDrive/SharePoint).

 Implement naming conventions, version control practices, and an archive process so documents are easy to locate and audit.

 Own document intake: save and file key emails/attachments, contracts, statements, proposals, and deliverables in the correct location.

 Maintain permissioning and access controls to ensure the right people have the right access - and reduce unnecessary access to sensitive information.

 Create and maintain standardized templates (meeting notes, one-pagers, trackers, vendor packets) to improve consistency and speed.

 Run periodic “file hygiene” audits and clean-ups to eliminate duplicates, outdated versions, and misplaced files.

4) Operational support + follow-through

 Maintain a single action-item and priority tracking system (e.g., Asana, ClickUp, Notion, Trello) and keep it current.

 Track deliverables across multiple stakeholders; proactively follow up to ensure deadlines are met and items do not stall.

 Coordinate recurring operational tasks: reporting requests, document routing for signature, vendor

onboarding, and simple procurement.

 Support ad hoc problem-solving and “get it done” execution as needs arise.

5) Meeting support + light project coordination

 Prepare meeting packets and talking points; take notes and circulate action items with owners and due dates.

 Coordinate small internal projects (tracking, documentation, vendor coordination) and keep stakeholders aligned.

6) Personal support (as appropriate)

 Handle or coordinate personal logistics that protect executive time (reservations, returns, errands, appointment scheduling, etc.).

 Maintain clear boundaries and an approval process for personal requests to ensure priorities stay aligned.

What success looks like

 Inbox and communications are triaged daily with clear routing, minimal missed messages, and consistent follow-through.

 Calendar runs clean: fewer last-minute conflicts, better time protection, and meetings that start with context and end with decisions.

 Cloud folders are organized, searchable, and consistently maintained with clear permissions and version control.

 The CEO has a reliable weekly planning cadence and a visible action-item system that reduces chaos and increases execution speed.

Qualifications

 5+ years of experience supporting a senior executive (EA, Senior EA, Operations Coordinator, or similar) in a fast-paced environment.

 Strong writing and editing skills; able to draft professional emails and summaries with minimal oversight.

 Demonstrated experience building or maintaining cloud-based file systems (folder architecture, naming conventions, permissions).

 High attention to detail; reliable follow-through; strong judgment about what to escalate vs. resolve independently.

 Comfortable handling confidential information and high-stakes communication with tact and professionalism.

 Ability to work in-office in Stamford or Norwalk, CT; occasional travel/after-hours support as needed.

Preferred experience

 Experience supporting a founder/CEO with multiple business lines or a holding-company structure.

 Familiarity with tools such as Google Workspace and/or Microsoft 365, DocuSign,

Dropbox/Drive/SharePoint, Slack/Teams, and basic project management platforms.

 Comfort with light process design (SOPs, checklists, templates) and improving operational workflows.

Confidentiality and compliance

This role requires strict confidentiality. Employment is contingent on signing a Non-Disclosure

Agreement (NDA) and adhering to company confidentiality and information security policies.

Background checks may be required.

How to apply

Submit a resume and a brief note describing your experience supporting senior executives and any

Examples of document/file systems you have organized or improved.

Pay: $65,000.00 - $85,000.00 per month

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person