Executive Assistant

EXECUTIVE ASSISTANT JOB DESCRIPTION

Job Title: Executive Assistant

Department: Executive

Reports To: CEO

Supervises: N/A

FLSA Status: Exempt

Travel: Regularly Required

GENERAL ROLE DESCRIPTION 

The Executive Assistant to the Founder and CEO, is a critical partner in the Executive Office, ensuring that the CEO’s focus is directed toward the highest-value priorities of the business. This role requires a proactive, forward-looking individual who not only manages logistics but also synthesizes information from a variety of inputs—email, internal communications, meetings, and external correspondence—into clear, prioritized, and actionable next steps.

The ideal candidate is exceptionally organized, intellectually curious, and adept at filtering and contextualizing competing demands in alignment with company priorities and values. They anticipate needs before they arise and take deep ownership of outcomes — bringing an exceptional work ethic, stamina, and follow-through to the role. Especially during periods of intensity, they remain steady and solutions-oriented, meeting challenges with grit and heart. They streamline decision-making by distilling complex information into focused action lists and ensure that the CEO’s time and attention are consistently directed toward the highest-leverage priorities.

In addition to managing complex scheduling and travel, the Executive Assistant serves as a trusted thought partner—curating information, providing context, and flagging what matters most. They build strong relationships across teams and with external stakeholders, maintain utmost discretion and integrity, and contribute to special projects and events that advance company goals.

Success in this role requires not only operational excellence but also judgment, business acumen, and the ability to think several steps ahead, ensuring seamless execution and clarity in a fast-moving environment.

CORE RESPONSIBILITIES

• Calendar and Scheduling Management: Own and optimize the CEO’s calendar by not only coordinating professional and personal appointments but also strategically aligning scheduling decisions with business priorities. Prepare agendas, ensure timely follow-ups, and proactively flag potential conflicts or time allocation concerns to protect focus on what matters most.
• Travel and Itinerary Coordination: Plan and manage complex domestic and international travel, ensuring itineraries are efficient, well-prepared, and aligned with business objectives. Anticipate needs, manage last-minute changes, and provide real-time logistical support, including traveling as required with the CEO to ensure seamless execution.
• Communication and Email Management: Act as the first line of triage for the CEO’s inbox and other communication channels—distilling and synthesizing high volumes of input into clear, prioritized action items. Draft thoughtful responses, maintain relationships with key contacts, and ensure the CEO is consistently focused on the most critical messages.
• Proactive Problem Solving: Identify potential challenges before they arise and take initiative to resolve them independently or with minimal input. Continuously scan for inefficiencies or obstacles, propose solutions, and remove friction so the CEO can stay focused on strategy and leadership.
• Project and Document Management: Assist in managing projects by distilling key updates from Slack, email and meetings into concise daily briefings, delivered in a manner best suited for asynchronous consumption. Prepare reports and presentations that highlight essential insights, ensure deliverables remain on track, and maintain organized, confidential access to both digital and physical documents.
• Expense and Budget Oversight: Prepare and track monthly expense reports for business and personal accounts, ensuring accuracy and timeliness. Proactively monitor budgets, flag anomalies, and handle reimbursements or household finances with discretion and reliability.
• Stakeholder and Relationship Management: Acting as a liaison between the CEO and various internal and external stakeholders, interfacing with colleagues, clients, vendors, and household staff to coordinate calendars, meeting agendas, travel arrangements, and more.
• Event Planning and Coordination: Organizing corporate and personal events, such as meetings, team retreats, or personal appointments and events, including handling invitations, catering, logistics, and guest management and, in collaboration with the VP of People & Organizational Development, taking ownership of company event planning and execution.
• Errands and Personal Tasks: Running errands and handling various personal tasks, such as shopping, coordinating personal appointments, and managing day-to-day household needs.
• Discreet Handling of Confidential Matters: Managing private and sensitive issues with discretion, maintaining confidentiality in all areas of the executive’s life.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Prior Executive Support Experience: Significant experience in a similar executive assistant role, demonstrating a seasoned understanding of high-level executive support and the ability to operate independently without extensive oversight.
• Exceptional Organizational and Time Management Skills: Ability to manage a high volume of tasks, prioritize effectively, and maintain meticulous attention to detail across diverse responsibilities.
• Advanced Communication Skills (Written and Verbal): Proficiency in clear, professional communication, able to draft emails and correspondence, prepare presentations, and liaise confidently with various stakeholders.
• High Level of Discretion and Confidentiality: Sound judgment and understanding of the sensitive nature of the role, handling private and confidential information with integrity.
• Proactive Problem-Solving Abilities: Skilled at anticipating needs, identifying potential challenges before they arise, and taking the initiative to resolve issues smoothly and efficiently.
• Availability and Responsiveness: Willingness to be available outside of standard 9-to-6 hours, accommodating the CEO’s schedule and needs, which may include frequent nights, weekends, and travel.
• Technical Proficiency with Office Software and Scheduling Tools: Proficiency in Google Workspace (especially Google Sheets and Google Calendar), Microsoft Office Suite, and project management tools like Asana or equivalent software.
• Interpersonal and Relationship-Building Skills: Exceptional relationship-building skills with a high level of empathy, serving as a trusted representative of the CEO and the Executive Office while building and maintaining strong working relationships with internal teams and external partners.
• Passion for Helping People: An authentic desire to support others, fostering a positive and helpful environment in all interactions.
• Adaptability and Flexibility: Ability to adjust to changing priorities, handle last-minute requests, and thrive in a fast-paced environment, often with a high level of ambiguity and shifting demands.
• Travel Coordination Expertise: Knowledge of the complexities of booking travel, including airline, hotel, visas, and in-person logistical support during events or trips.
• Event Planning and Project Management Skills: Competence in planning, coordinating, and executing corporate and personal events, managing timelines, budgets, vendors, and logistics effectively.
• Financial Literacy and Budgeting Skills: Understanding of expense reporting, budgeting, and financial tracking to manage both corporate and personal finances efficiently.
• Customer Service Orientation: A friendly and professional demeanor, dedicated to supporting the CEO’s needs while remaining approachable and helpful.
• Knowledge of Company Culture and Organizational Priorities: Familiarity with the organization’s mission, values, and key stakeholders to ensure alignment with priorities and support effective decision-making, with a specific passion for Wild Alaskan’s mission.
• Project Management and Multi-Tasking Skills: Ability to manage multiple ongoing projects, timelines, and responsibilities simultaneously.
• Collaboration and Teamwork: Willingness to work closely with colleagues, such as the Chief of Staff and other departments, coordinating shared initiatives like event planning or cross-departmental projects.
• Self-Starter with Independent Work Skills: Strong ability to work independently in a remote team environment, showing initiative and reliability without constant supervision.
• Crisis Management and Emotional Intelligence: Capability to remain calm and effective in high-pressure situations, exercising emotional intelligence in challenging scenarios.
• A Willingness to Learn: Curiosity, openness to new experiences and a proactive attitude toward continuous personal and professional growth.

SALARY RANGE

$100,000 to $120,000 per year