Executive Assistant to CEO

Position Overview The Executive Assistant / Personal Assistant (EA/PA) is a highly trusted partner responsible for providing comprehensive administrative, operational, and personal support to the CEO. This role serves as a central coordination point across multiple companies (Proper, Guardian, and Livly), acting as a key liaison between the executive, internal teams, and external stakeholders. The EA/PA ensures that both organizational priorities and personal obligations are executed efficiently, with a high degree of discretion, professionalism, and sound judgment. This individual must be comfortable managing complex workflows, prioritizing competing demands, and operating independently in a fast-paced environment. The ideal candidate is highly organized, detail-oriented, and proactive, with the ability to anticipate needs, streamline operations, and maintain confidentiality across both business and personal matters. Requirements Executive Support & Coordination Provide direct administrative and operational support to the CEO. Act as a liaison between the CEO and executive teams across Proper, Guardian, and Livly. Manage complex calendar scheduling, including business meetings, personal commitments, and travel. Coordinate corporate meetings, executive team sessions, and cross-company events. Prepare and manage weekly executive team recaps and communications. Exercise independent judgment in prioritizing tasks and resolving issues. Communication & Information Management Screen and manage email communications, responding on behalf of the CEO when appropriate. Handle sensitive and confidential information with discretion and integrity. Maintain contact databases and communication systems. Coordinate with internal stakeholders and external partners for scheduling and follow-ups. Travel & Logistics Management Manage domestic and international travel planning, including flights, accommodations, and itineraries. Track and manage travel credits, ensuring optimal utilization and cost efficiency. Maintain travel profiles, loyalty programs, and preferences. Coordinate conference registrations and travel-related logistics. Financial & Administrative Operations Reconcile corporate and personal credit card expenses (Amex, Brex). Track receipts, invoices, and expense documentation for reporting and reimbursement. Manage corporate tools and platforms, including travel systems and communication tools. Support CRM management (Salesforce) and operational tracking where required. Personal & Lifestyle Management Manage personal appointments, calendars, and scheduling needs. Coordinate personal activities, including family events, weekend planning, and reservations. Oversee management of personal properties (e.g., Park City house scheduling and services). Coordinate gifting, flowers, and personal communications (e.g., birthday messages). Systems, Tools & Process Management Utilize and manage systems including Salesforce, Asana, Slack, Teams, SharePoint, and travel platforms. Maintain organized workflows for scheduling, communication, and expense tracking. Ensure adherence to company travel policies and operational procedures. Manage virtual communication tools and offshore support systems as needed. Qualifications Required Experience Proven experience supporting C-level executives in an EA/PA or similar role. Strong background in calendar management, travel coordination, and executive support. Experience managing both professional and personal responsibilities for senior leadership. Familiarity with CRM systems, project management tools, and communication platforms. Ability to manage multiple priorities across different organizations simultaneously. Preferred Credentials Bachelor’s degree preferred. Experience supporting executives across multiple entities or business units. Familiarity with finance tracking, expense reconciliation, and operational systems. Leadership Profile Highly proactive with strong problem-solving and decision-making skills. Exceptional organizational and time management abilities. Strong communication skills with the ability to interact across all levels of an organization. High level of discretion, integrity, and professionalism. Detail-oriented with the ability to anticipate needs and act independently. What Success Looks Like Seamless coordination of the CEO’s professional and personal priorities. Efficient and optimized calendar, travel, and communication management. Accurate and timely handling of expenses, logistics, and operational workflows. Strong relationships with internal teams and external stakeholders. A highly organized and proactive support system that enables executive effectiveness. Benefits Competitive compensation, commensurate with experience. Generous PTO and paid holidays. Opportunity to work closely with executive leadership across multiple growing companies.