Executive Assistant (Office of the CEO)

About the Executive Assistant Role

We are seeking a highly organized, proactive, and service-oriented Executive Assistant to provide exceptional administrative and scheduling support to ensure the efficient operation of the CEO's calendar and meeting cadence. Working under the direction of the Executive Business Partner to the CEO, this role will manage complex calendars, coordinate meetings and travel, oversee expenses, and anticipate the logistical needs of a demanding executive schedule.

This is an opportunity to work at the center of a growing global consulting firm, build relationships with senior leaders and external partners, and make a meaningful contribution by helping the CEO stay focused on the firm’s highest priorities. For someone who enjoys bringing structure to complexity and takes pride in anticipating needs, the role offers variety, responsibility, and a close view of executive leadership in action.

Success requires exceptional attention to detail, sound judgment, professional maturity, and discretion. Working closely with the Executive Business Partner, the Executive Assistant will navigate shifting priorities with composure, handle sensitive information with care, and serve as a trusted point of coordination for internal and external stakeholders.

WHAT YOU'LL DO

Calendar Management and Scheduling

• Manage the CEO's complex and ever-evolving calendar in partnership with the Executive Business Partner and adapt quickly as priorities change.
• Coordinate a high volume of internal and external meetings across multiple time zones, balancing competing demands and ensuring optimal use of the CEO's time.
• Coordinate attendee availability and proactively resolve routine scheduling conflicts.
• Monitor scheduling requests and respond in a timely and professional manner.
• Build strong relationships with internal and external stakeholders to coordinate schedules efficiently and deliver a seamless executive experience.
• Identify scheduling conflicts, competing priorities or requests involving the internal and external leadership teams, Board members, key clients or senior internal stakeholders, and escalate these to the Executive Business Partner for decision-making.

Meeting Coordination

• Coordinate end-to-end meeting logistics, including conference rooms, virtual meeting platforms, catering, visitor access, and other operational requirements.
• Prepare and distribute meeting invitations and scheduling updates.
• Confirm attendee participation and communicate schedule changes professionally.
• Support executive meetings by ensuring all logistics are completed in advance.
• Maintain meeting records and scheduling documentation as needed.

Administrative Support

• Prepare daily calendar summaries and scheduling updates for the Executive Business Partner.
• Participate in daily planning check-ins and weekly Office of the CEO reviews with the Executive Business Partner to ensure shared visibility of priorities and seamless handovers.
• Support the delivery of Office of the CEO initiatives such as gifting, travel logistics, research, and other projects.
• Plan and manage complex domestic and international travel end-to-end, including flights, hotels, itineraries, visas, ground transportation, and real-time changes.
• Process expenses and reimbursements accurately and on schedule and reconcile corporate card activity.
• Manage hours submission and timekeeping for the Partners, ensuring accurate and timely entries that support client billing.
• Provide execution support on Board preparation under the direction of the Executive Business Partner, including printing and distributing Board papers, coordinating meeting logistics, and managing visitor arrangements.
• Maintain executive contact information and scheduling resources.
• Support continuous improvement of Office of the CEO processes and scheduling procedures.

WHAT YOU'LL BRING:

• 5-7 years of administrative or executive support experience.
• Experience managing complex calendars and coordinating meetings for senior leaders.
• Proficiency with Microsoft Outlook, Microsoft Office, Teams, Zoom, and other collaboration tools.
• Excellent written and verbal communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to manage multiple priorities while maintaining accuracy.
• High level of professionalism, discretion, and confidentiality.
• Strong customer service and relationship management skills.

WHAT SUCCESS LOOKS LIKE

• The CEO’s calendar is accurate, well coordinated, and aligned with priorities established by the CEO and Chief of Staff/Business Manager.
• Travel arrangements are thorough, changes are handled promptly, and expense reports are submitted accurately and on time.
• Stakeholders receive timely, professional communication, and sensitive information is handled with discretion.
• The Chief of Staff/Business Manager has clear visibility into upcoming needs, with potential issues identified early and practical solutions proposed.