assistant to the ceo

Strategic Investment Group

<div>Executive Assistant to the CEO

June 2026 


Strategic Investment Group&reg; (Strategic) is an Outsourced Chief Investment Officer (OCIO) firm that provides institutions with the capabilities of a full investment office. Acting as a seamless extension of our clients' investment teams, we deliver portfolio construction, manager selection, and ongoing risk management within a structured fiduciary framework so organizations can remain focused on their core mission. Founded in 1987, Strategic was built to give institutions access to the investment office they would build if they had the time, the people, and the scale to do so internally. 
Our mission is to empower clients to achieve transformational impact through inspired investing.
 
To learn more, visit www.strategicgroup.com. 


Responsibilities
Calendar Management and Executive Operations
<ul>
<li>Manage the CEO&rsquo;s complex calendar, ensuring seamless scheduling, prioritization and communication across internal and external stakeholders.</li>
<li>Send advance confirmations, prepare agendas, share critical documents in advance, and ensure all meeting logistics are coordinated.</li>
<li>Maintain and update CRM records with rich contact profiles (board affiliations, personal details, and relationship context).</li>
<li>Brief the CEO before meetings with background information, relationship insights, and follow-up questions to deepen engagement.</li>
<li>Maintain a daily tracker of open questions, decisions and priorities; roll forward unresolved issues as needed.</li></ul> 


Travel and Expense Coordination
<ul>
<li>Coordinate all domestic and international travel, including flights, hotels, ground transportation, and itineraries.</li>
<li>Navigate last minute changes (i.e. weather disruptions) and work directly with vendors to resolve issues proactively.</li>
<li>Prepare and submit expense reports accurately and on time&rsquo; ensure compliance with company policies.</li></ul> 


Professional Presence and Office Representation
<ul>
<li>Maintain composed and adaptable demeanor amid shifting priorities and frequent schedule changes.</li>
<li>Manage multiple inboxes, calendars, and C-suite communications simultaneously with discretion and accuracy.</li>
<li>Greet and escort guests with a VIP-level, hospitality-driven approach, manage visitor registration, room setup, and refreshments. Provide customer-service-oriented welcome &mdash; offering refreshments, registering visitors with building security, and setting up rooms as needed.</li>
<li>Keep guests engaged and comfortable during unexpected delays or schedule shifts, providing a consistently warm and attentive experience.</li>
<li>In-person presence required four days per week.</li></ul> 


Meeting Preparation and Management
<ul>
<li>Ensure the CEO is fully prepared for every meeting by maintaining a running tracker of required materials by meeting type and lead-time deadlines and proactively following up with stakeholders to guarantee timely delivery.</li>
<li>Coordinate with IT and facilities to ensure all in person and virtual meetings run on time and smoothly; conduct pre-meeting run throughs.</li>
<li>Manage Zoom, Teams, and webinar logistics; responsible for scheduling tech support in advance, managing timely login, storing recordings, and maintaining a running log of all sessions.</li>
<li>Coordinate meal ordering for important meetings, balancing quality and presentation with fiscal responsibility; consistently identify and execute ways to maximize impact across all projects and deliverables while remaining cost-conscious.</li>
<li>Support the annual client conference end-to-end, collaborating closely with Marketing, Tech, and Office Services team leads; manage and track stakeholders, clients, and action items with strong attention to detail and adaptability.</li>
<li>Proofread and assist with preparation of the CEO's speeches and notes.</li>
<li>Log meeting information and contacts into Salesforce; prior Salesforce experience preferred.</li></ul> 


Board Meeting Support
<ul>
<li>Collaborate with COO to oversee and support all aspects of Board Meetings.</li>
<li>Responsible for Board Meeting contact management.</li>
<li>Provide travel coordination and expense report support for the Board Chair in connection with board meetings.</li></ul> 


Communication and Materials Support
<ul>
<li>Support distribution of the annual client letter; proactively track and flag potential content throughout the year for CEO approval, follow up with relevant points of contact for details, and assist with drafting and proofreading external communications.</li>
<li>Support development of external materials including PowerPoint presentations, LinkedIn updates, holiday cards, and similar communication and outreach materials that meet company branding/marketing guidelines and are in the voice and style of the CEO.</li>
<li>Prepare, print and distribute materials as needed; perform quality-checks for grammar, formatting, consistency, and incorporate requested edits.</li>
<li>Collaborate closely with the Executive Initiatives Analyst, serving as backup coverage during absences and tracking, monitoring, and reporting on open project tasks; note that project and deliverable management is owned by the Chief of Staff.</li></ul> 


Qualifications/Requirements
<ul>
<li>Bachelor&rsquo;s degree required.</li>
<li>3+ years of experience in an executive assistant role supporting senior executives.</li>
<li>Experienced in supporting and interfacing with VIPs and C-suite executives both internally and externally; builds strong, collaborative relationships with key stakeholder contacts and executive assistants; adapts fluidly to varying communication styles, nuance, and direct communication as the situation requires.</li>
<li>Self-starter who anticipates needs and proactively drives process improvement and change management; comfortable serving as the first point of contact for incoming feedback and questions directed to the CEO, collating and coordinating responses in partnership with CEO and relevant stakeholders.</li>
<li>Exercises absolute discretion with confidential information at the highest level; proven track record supporting senior executives with access to sensitive matters; support relationships of this nature typically span a minimum of 3&ndash;5 years.</li>
<li>Bring genuine curiosity and interest in understanding the business and how its functions connect to support strategic goals and client needs; proactively identify and escalate opportunities for increased cross-functional connectivity to reduce silos, in coordination with the Executive Initiatives Analyst and COO.</li>
<li>Technically adept and quick to learn new tools; proficient in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint, OneNote, OneDrive), DocuSign, Adobe Pro, Zoom, Concur (or similar expense software), and SharePoint; Salesforce experience preferred, with at least one CRM platform required.</li>
<li>Excellent verbal and written communication skills.</li>
<li>High attention to detail.</li></ul> 


This job description is not an exhaustive list of all functions that the employee may be required to perform. The employee may be required to perform additional functions. Strategic reserves the right to revise the job description at any time, with or without notice. Employee must be able to perform the essential functions of the job satisfactorily and, if requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of the job, absent undue hardship. 


Strategic is committed to a policy of equal employment opportunity. We will not discriminate against staff members or applicants for employment on any legally-recognized basis including, but not limited to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, physical or mental disability, age or veteran status.</div>

Executive Assistant to the CEO

Input Output Group

<div>
 
 Who are we?
 
 
 
 IOG, is a technology company focused on Blockchain research and development. We are renowned for our scientific approach to blockchain development, emphasizing peer-reviewed research and formal methods to ensure security, scalability, and sustainability. Our projects include decentralized finance (DeFi), governance, and identity management, aiming to advance the capabilities and adoption of blockchain technology globally.
 
 
 We invest in the unknown, applying our curiosity and desire for positive change to everything we do. By fueling creativity, innovation, and progress within our teams, our products and services are designed for people to be fearless, to be changemakers.
 
 
 
 What the role involves:
 
 
 
 As Executive Assistant to the CEO, you are responsible for effectively planning, prioritizing, communicating and executing administrative tasks in a timely manner. You will be highly organized, disciplined and motivated to keep pace with the team's activities. Discretion and confidentiality are essential qualities within this role.
 
 
 <ul>
 <li>
 Organize, manage and maintain calendars of the CEO as requested; attending regular meetings to discuss priorities
 </li>
 <li>
 Manage all business travel arrangements and accommodation requirements for the CEO, working with the Travel and Events teams and being mindful of potential security issues
 </li>
 <li>
 Manage expenses for the CEO utilizing the Company online system, Concur
 </li>
 <li>
 Build strong relationships with other colleagues and staff across the business, sharing practices and efficient ways of working, as well as providing sufficient support where needed
 </li>
 <li>
 Keeping documents and communication between the Leadership team organized, confidential, and available when needed utilizing Google Drive, Slack, Jira, Confluence, etc
 </li>
 <li>
 Travel extensively with the CEO, providing consistent support across multiple locations and time zones
 </li>
 <li>
 Coordinate with security team to ensure smooth travel operations
 </li>
 <li>
 Handle sensitive communications and maintain strict confidentiality
 </li>
 <li>
 Support preparation for speaking engagements and public appearances
 </li>
 <li>
 Coordinate with family office staff to ensure seamless support coverage
 </li>
 <li>
 Assist with personal task management and logistics as needed
 </li>
 <li>
 Arrange all meetings, including but not limited to: weekly meetings, PI Planning meetings, offsite meetings (including with external parties), regular 1:1meetings, and any other meetings as appropriate
 </li>
 <li>
 Build strong relationships with various internal and external stakeholders across the business, to achieve the above
 </li>
 <li>
 Provide support to the CEO &amp; Leadership Team with company wide projects in line with the Company strategy
 </li>
 <li>
 Maintain project plans and assist the Head of Operations in tracking ongoing achievement of plans, recording key milestones
 </li>
 <li>
 Liaise with task owners on an ongoing basis to obtain status reports
 </li>
 <li>
 Any other tasks or activities as and when required
 
 
 
 </li>
 </ul>
 
 Requirements
 
 
 
 
 
 Who you are:
 
 
 
 <ul>
 <li>
 5+ years experience in high-level executive support, including within family offices
 </li>
 <li>
 Proven ability to manage complex travel logistics, including international travel and multiple time zones
 </li>
 <li>
 Strong organizational, time management, and prioritization skills
 </li>
 <li>
 High proficiency with technology, including note-taking, productivity tools, and Google Workspace
 </li>
 <li>
 Experience handling confidential information with discretion and maintaining professional boundaries
 </li>
 <li>
 Ability to travel extensively (25%), with valid passport and high energy/stamina for travel demands
 </li>
 <li>
 Background in cryptocurrency or technology sectors
 </li>
 <li>
 Experience with secure communication protocols and remote work environments
 </li>
 <li>
 Understanding of public speaking, event management, and client-facing environments
 </li>
 <li>
 Exceptional attention to detail, anticipatory thinking, and problem-solving skills
 </li>
 <li>
 Strong emotional intelligence, interpersonal skills, and professional presence
 </li>
 <li>
 Ability to remain calm under pressure and adapt to fast-paced, high-change environments
 </li>
 <li>
 Excellent written and verbal communication, including professional etiquette
 </li>
 <li>
 Proven ability to make clear, timely decisions in complex situations
 </li>
 <li>
 Experience delivering accurate, relevant, and timely information
 </li>
 <li>
 Ability to work independently, manage competing priorities, and meet tight deadlines
 
 
 
 </li>
 </ul>
 
 Are you an IOGer?
 
 
 
 Do you find yourself questioning the status quo? Do you tinker with ideas and long to turn those ideas into solutions? Are you able to spark thoughtful debates, bringing out the inquisitiveness in others? Does the promise of continuously growing excite you? Then get ready to reimagine everything you thought wasn't possible because that's what it means to be an IOGer - we don't set limits, we break them.
 
 
 
 Benefits
 
 
 
 <ul>
 <li>
 Medical, Dental, and Vision benefits coverage through for the employee and dependents
 </li>
 <li>
 401k
 </li>
 <li>
 Health Savings Account
 </li>
 <li>
 Life Insurance
 </li>
 <li>
 Laptop reimbursement
 </li>
 <li>
 New starter package to buy hardware essentials (headphones, monitor, etc)
 </li>
 <li>
 Learning &amp; Development opportunities
 
 
 </li>
 </ul>
 The base salary for this position has a range of $105 up to $125k per year at the commencement of employment. Any offer is determined by overall experience and performance during the interview process. This is only part of the total compensation package.
 
 
 We value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
</div>

DaBella

<div>Overview 
We are seeking a precision-driven, impact-focused Executive Assistant to support the CEO in managing daily operations, high-stakes scheduling, and strategic initiatives. In this critical role, you will be the gatekeeper and force-multiplier for the CEO, ensuring every detail is handled with accuracy, every deadline is met, and every commitment is executed flawlessly.
You&rsquo;ll thrive here if you are organized to your core, work best in a structured yet high-speed environment, and take pride in delivering results under pressure. This role demands a high degree of independence, factual decision-making, and the ability to anticipate needs before they arise.
About DaBella 
DaBella is one of the fastest-growing home improvement companies in the nation, powered by our core values &mdash; We Lead, We Care, We Grow. By joining DaBella, you&rsquo;ll play a direct role in amplifying the impact of our CEO while helping drive a company that&rsquo;s transforming the industry.
Compensation: $80,000-$110,000
Key Responsibilities<ul><li>
Masterfully manage the CEO&rsquo;s calendar, scheduling, and prioritization to ensure optimal productivity.</li><li>
Arrange and oversee complex domestic and international travel with precision and efficiency.</li><li>
Prepare high-quality reports, presentations, and correspondence that are accurate and compelling.</li><li>
Coordinate and execute executive meetings &mdash; from agenda creation to follow-up on action items.</li><li>
Serve as a trusted liaison between the CEO and key internal/external stakeholders.</li><li>
Manage confidential and sensitive information with the highest level of discretion.</li><li>
Oversee administrative processes such as expense reporting, invoicing, and vendor management.</li><li>
Drive progress on special projects, research, and high-priority initiatives with minimal oversight.</li></ul>
Qualifications<ul><li>
3&ndash;5 years of Executive Assistant experience, preferably supporting C-suite executives.</li><li>
Proven mastery of Microsoft Office and Google Workspace.</li><li>
Impeccable organizational skills and an ability to thrive in fast-paced, deadline-driven settings.</li><li>
Excellent communication skills &mdash; clear, concise, and direct.</li><li>
Strong judgment, discretion, and independence in decision-making.</li><li>
Willingness to travel up to 50%.</li></ul>
Benefits &amp; Perks<ul><li>
Medical, Dental, and Vision Insurance</li><li>
Health Savings Account (HSA) &amp; Life Insurance</li><li>
Short- and Long-Term Disability Insurance</li><li>
401k Plan</li><li>
Gym Membership Subscription &amp; Employee Assistance Program (EAP)</li><li>
Leadership development opportunities, including access to books, courses, and conferences</li><li>
Volunteer Paid Time Off (VPTO)</li></ul>
Time Off<ul><li>
80 hours of Paid Time Off annually with incremental increases</li><li>
6 paid holidays starting from day one</li></ul>
If you thrive in a fast-paced environment and excel at supporting executive leadership, we&rsquo;d love to hear from you. Apply today to make a lasting impact.
Learn more about DaBella at www.DaBella.us</div>

VGA Holdings

Job OverviewWe are looking for a proactive and detail-oriented Logistics Assistant / Executive Assistant to support the company&rsquo;s daily logistics activities while providing administrative assistance directly to the Managing Director. As our logistics operations are currently light, this role combines basic distribution coordination with executive and office support responsibilities.This position requires an organized, professional, eager to learn, and interested in growing within a dynamic work environment.Key Responsibilities<ul><li>Manage and support daily operational activities, including coordination of deliveries, supplier follow-ups, inventory control, and general logistics operations to ensure smooth business processes</li><li>Handle end-to-end procurement and supply chain activities, including vendor coordination, purchase order processing, shipment tracking, and delivery follow-ups</li><li>Evaluate supplier quotations and select vendors based on pricing, quality, and lead time to support effective sourcing decisions</li><li>Issue, track, and monitor purchase orders while coordinating with suppliers, couriers, and internal departments</li><li>Oversee import/export documentation and ensure compliance with SCE, customs, and other regulatory requirements</li><li>Monitor shipments and maintain communication with suppliers, customers, and service providers to ensure timely deliveries and smooth operations</li><li>Provide administrative and executive support to the Managing Director, including calendar management, scheduling, document organization, and professional correspondence</li><li>Prepare reports, spreadsheets, and perform accurate data entry while maintaining organized operational and administrative records</li><li>Assist with office coordination, document submissions, LMRA-related processes, customs receipts, and other operational compliance activities within Bahrain</li></ul>Requirement &amp; Skills:<ul><li>Diploma or Bachelor&rsquo;s degree in Business Administration, Logistics, or a related field is preferred</li><li>Fresh graduates and entry-level candidates are encouraged to apply</li><li>Strong spoken and written English communication skills</li><li>Proficient in Microsoft Office (Word, Excel, Outlook) or Google Workspace</li><li>Well-organized with strong attention to detail, multitasking, and time management abilities</li><li>Familiarity with commercial areas and local coordination within Bahrain is an advantage</li><li>Basic exposure to logistics coordination, courier handling, inventory monitoring, or administrative support is a plus</li><li>Ability to maintain confidentiality, handle tasks professionally, and work effectively with different stakeholders</li></ul>Interested Applicants can share their CV through email: info@vgaholdings.com | WhatsApp: +973 6663 3334 (NO CALLS)Work Location: In person

Logistics Assistant / Assistant to the CEO

The GRA Group

Executive Assistant to CEO / Office ManagerThe GRA Group is a boutique incentive travel company designing luxury group programs, executive retreats, and VIP experiences worldwide. We are seeking a highly organized, proactive, and detail-driven Executive Assistant to support the CEO while also overseeing day-to-day office operations. This is a high-trust, high-responsibility role for someone who thrives in a fast-paced, entrepreneurial environment. Travel coordination and inbox management are major components of this role, along with operational oversight of the office.Executive Support<ul><li>Manage CEO calendar, scheduling, and shifting priorities</li><li>Coordinate meetings across time zones</li><li>Prepare materials for conferences, site inspections, and client meetings</li><li>Track deadlines, contracts, and key deliverables</li><li>Serve as a strategic right hand to the CEO</li></ul>Email &amp; Communication Oversight<ul><li>Review and triage high-volume inbox communications</li><li>Prioritize urgent matters and escalate when appropriate</li><li>Draft professional responses on behalf of the CEO</li><li>Monitor client and hotel correspondence for deadlines and follow-up</li><li>Maintain organized digital systems to ensure nothing is missed</li><li>Strong judgment, discretion, and polished writing skills are essential</li></ul>CEO Travel Coordination <ul><li>Work with our air specialist to coordinate the CEO's domestic and international travel for conferences, site inspections, FAM trips, client meetings, and personal travel</li><li>Coordinate flights, hotels, transfers, and ground transportation</li><li>Manage airline credits, loyalty programs, and upgrades</li><li>Prepare detailed itineraries with confirmations</li><li>Monitor travel disruptions and proactively adjust plans</li><li>Manage event registrations and travel-related deadlines</li></ul>Office Management Responsibilities<ul><li>Oversee daily office operations and organization</li><li>Maintain office and order supplies as needed</li><li>Support team scheduling and coordination</li><li>Help create structure in a growing, entrepreneurial business</li></ul>Qualifications<ul><li>3+ years experience supporting an executive</li><li>Strong experience booking complex domestic and international travel</li><li>Experience managing office operations</li><li>Exceptional organizational skills and attention to detail</li><li>Ability to manage multiple priorities calmly</li><li>Highly discreet and trustworthy</li><li>Strong written and verbal communication skills</li><li>Tech-savvy and comfortable working in a digital environment</li></ul>The Ideal Candidate<ul><li>Anticipates needs before they arise</li><li>Thinks two steps ahead</li><li>Creates order out of complexity</li><li>Is calm, composed, and solution-oriented</li><li>Takes pride in precision and follow-through</li></ul>This is not a routine administrative role. It is a strategic support position within a travel-intensive business. The right candidate will be an operational partner who helps keep both the CEO and the office running seamlessly.Job Types: Part-time, ContractPay: From $20.00 per hourBenefits:<ul><li>Flexible schedule</li></ul>Work Location: Hybrid remote in Rocky River, OH 44116

Executive Assistant to the CEO/Office Manager

Brandsystem

<div>
 
 
 About Brand System Group
 
 
 
 
 Brand System is the holding and structuring company behind a fast-growing international group based in Dubai. Our group specializes in the creation, development, and scaling of brands across multiple industries. One of our core activities is e-commerce, with a strong focus on premium men&rsquo;s fashion through one of our leading brands. Alongside fashion, our group is also active in Education, Supply Chain, Finance &amp; Structuring, and Software solutions.
 
 
 
 
 As the Group continues to grow rapidly, we are looking for a highly capable and proactive Personal Assistant to work directly alongside the CEO and support him in both his professional and day-to-day responsibilities.
 
 
 
 
 
 
 
 As Personal Assistant to the CEO, you will work closely with a highly active and fast-moving entrepreneur managing multiple companies and international projects. We are looking for someone highly organized, proactive, discreet, and solution oriented, capable of managing both strategic and operational tasks while supporting the CEO in his daily routine and business activities. You will be expected to anticipate needs, think two steps ahead, and ensure that the CEO&rsquo;s schedule, travels, meetings, priorities, and day-to-day operations are handled smoothly and efficiently. This is a dynamic role offering strong exposure to international business operations, high-level meetings, and strategic projects within a fast-growing group.
 
 
 
 
 
 
 
 Tasks
 
 
 <ul>
 <li>
 Manage the CEO&rsquo;s daily agenda, meetings, appointments, and priorities across multiple time zones.
 </li>
 <li>
 Organize and coordinate international travel arrangements including flights, hotels, transportation, and schedules.
 </li>
 <li>
 Welcome guests and manage reception-related responsibilities at the office.
 </li>
 <li>
 Accompany the CEO during certain business trips and meetings when required, sometimes on short notice.
 </li>
 <li>
 Coordinate meetings, business lunches, and professional events.
 </li>
 <li>
 Attend meetings, take notes, follow up on action points, and support deal execution.
 </li>
 <li>
 Maintain a high level of professionalism, confidentiality, and discretion at all times.
 </li>
 <li>
 
 Support the CEO with lifestyle-related tasks when necessary, including daily requests and practical support
 
 </li>
 <li>
 Strong international travel exposure will be provided across Dubai, Asia (including China), Europe, France, and the USA.
 </li>
 </ul>
 
 
 
 
 
 Required Skills
 
 
 <ul>
 <li>
 Minimum 5 years of experience as a Personal Assistant or Executive Assistant supporting C-level executives.
 </li>
 <li>
 Strong international profile with proven international experience.
 </li>
 <li>
 Previous experience in e-commerce, startups, or digital business environments is considered a strong plus.
 </li>
 <li>
 Excellent organizational, multitasking, and communication skills.
 </li>
 <li>
 Ability to anticipate needs, take initiative, and think two steps ahead.
 </li>
 <li>
 High level of discretion, professionalism, and confidentiality.
 </li>
 <li>
 Comfortable working in a fast-paced, demanding, and constantly evolving environment.
 </li>
 <li>
 Ability to work across multiple time zones and travel when required.
 </li>
 <li>
 Strong personality with a positive, motivated, and energetic attitude.
 </li>
 <li>
 Valid driving license and ability to drive in the UAE are mandatory.
 </li>
 <li>
 Professional English proficiency, both written and spoken, is mandatory.
 </li>
 <li>
 French speaker is considered a very strong plus.
 </li>
 </ul>
 
 
 
 
 
 Benefits
 
 
 <ul>
 <li>
 Attractive salary package and comprehensive health insurance coverage.
 </li>
 <li>
 1 month paid holiday per year after one year of employment, in line with Dubai standards.
 </li>
 <li>
 Round-trip flight ticket provided during annual leave.
 </li>
 <li>
 Work directly alongside the CEO and gain exposure to high-level business operations
 </li>
 <li>
 Opportunity to join a fast-growing international group with ambitious long-term expansion plans.
 </li>
 </ul>
 
 
 
 
 If you are passionate about working in a fast-growing, young, and dynamic environment, and you are looking to build a long-term career while growing alongside an international group, we would be excited to hear from you.
 
 
 We are looking for a positive, proactive, and energetic person ready to join us on this journey.
 
 
 
 
 
 Position based in Dubai.
 
 
 Starting date: September 2026.
 
</div>

Personal Assistant to the CEO - Brand System Group

YMCA

<div>Description:

$68,735-$73,000 annually plus generous benefits 
The Executive Assistant provides high-level administrative and operational support to the President &amp; CEO, working closely with the Vice President of Strategic Administration to enable effective leadership of a large, growing and nationally recognized nonprofit organization. This role is responsible for ensuring the smooth and efficient day-to-day operations of the CEO&rsquo;s office, with a focus on organization, coordination and follow-through on key priorities.
The Executive Assistant manages complex schedules, facilitates communication, and supports executive and board leadership while demonstrating sound judgment and discretion in a wide range of situations. Success in this role requires attention to detail and the ability to anticipate needs, build relationships and operate with composure in a fast-paced, high-demand environment while supporting the mission and strategic priorities of the YMCA of Greater Rochester. 
 
ESSENTIAL DUTIES AND RESPONSIBILITIESAdministrative Support for the President &amp; CEO:<ul><li>
Management of the President &amp; CEO&rsquo;s calendar: schedule internal and external meetings and travel. Partner with VP of Strategic Administration to ensure weekly time spent on the most impactful or time sensitive items. Provide proactive reminders and information for upcoming meetings and events.</li><li>
In coordination with the VP of Strategic Administration and key Experience Team members, support effective and timely communications from the CEO, including but not limited to, drafting of letters, emails, cards, reports, remarks and preparing of presentations.</li><li>
Oversee arrangements and logistics for all meetings, conferences, trips and other events; create agendas, materials and background information for advance review. Handle reservations and other details for a seamless experience for all participants.</li><li>
Execute and manage annual schedule for staff meetings, leadership team meetings, Board meetings/events and relevant Committee meetings.</li><li>
Oversee and respond to incoming communications to the CEO&rsquo;s office in a timely manner, including phone, email and in-person meetings and engagements.</li><li>
Maintain organization of critical information on behalf of the CEO including files, emails, contact information and meeting notes/materials.</li><li>
Oversee monthly expense and credit card reporting for the CEO.</li><li>
Assist with administrative needs of legal documents as needed.</li><li>
Assist CEO with other matters as requested.</li></ul>
Support for Board of Directors, Committees and Senior Leadership Team:<ul><li>
Collaborate with VP of Strategic Administration to draft preliminary and final Board and committee meeting agendas and materials; disseminate meeting invitations and materials in a timely manner.</li><li>
Generate meeting minutes for review by the VP of Strategic Administration within 10 business days. Note action items and assist as appropriate with follow-up.</li><li>
Locate meeting space and arrange contracts and payments as needed; coordinate with site for room set-up, technology, and parking; arrange food/beverage details; prepare and distribute nametags and final documents for the meeting.</li><li>
Collaborate with VP of Strategic Administration to schedule annual Board orientation in consultation with Board and Governance chairs; update Board Manual and orientation materials.</li><li>
Maintain records related to the Board, including Board member terms, contact info, board expectation and conflict of interest forms and other documentation.</li><li>
Provide Governance Committee with information to support board prospecting and engagement. Draft annual board slate and secure nominee bios and photos. Support Board survey process and other engagement efforts.</li><li>
Provide assistance to Board and committee members as requested.</li><li>
Develop strong and trusted relationships with Board and committee members.</li><li>
Collaborate with VP of Strategic Administration to plan and execute productive and efficient meetings with Senior Leadership Team and President&rsquo;s Leadership Council; assist as appropriate with follow-up.</li><li>
Provide information and materials for Senior Team Members as needed.</li></ul>
Organizational Support:<ul><li>
Support VP of Strategic Administration on strategic planning tracking, reporting meeting scheduling and communications.</li><li>
Coordinate branch, camp and program visits for CEO, Senior Team, other staff, board members, donors and other stakeholders.</li><li>
Provide support for administrative team members, including but not limited to, answering and managing multi-line telephone system, managing calendars, printing and copying, preparing presentations and composing correspondence.</li><li>
Provide excellent service to employees, guests and members across all interactions.</li><li>
Attend and participate in required trainings, meetings, and professional development opportunities.</li></ul>
Other Duties:<ul><li>
Perform all other duties as assigned in support of the organization and mission.</li></ul>
Requirements:
<ul><li>Five plus years of experience supporting senior leadership</li><li>
Associate degree required. Bachelor&rsquo;s degree preferred.</li><li>
Highly detailed-oriented and organized, with the ability to manage multiple priorities</li><li>
Excellent communication and interpersonal skills, with maturity and professionalism</li><li>
Ability to be flexible and adaptable to meet employee and organizational needs</li><li>
Expert-level user of Microsoft 365 products</li><li>
Experience developing effective presentations and other materials for a variety of audiences</li>
Ability to work effectively in a busy environment 
<li>
</li></ul>PHYSICAL REQUIREMENTS<ul><li>
Must be able to sit or stand for duration of shift</li><li>
Must be able to bend and stoop occasionally</li><li>
Must be able to move within building including floor to floor</li><li>
May be exposed to outdoor elements while attending, presenting or otherwise participating in a work-related event on occasion</li><li>
May be required to travel within the YMCA of Greater Rochester&rsquo;s service area on occasion</li><li>
May be required to work flexible hours occasionally, including evenings or weekends</li></ul></div>

Executive Assistant to the President & CEO

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