Executive Assistant

Act as the Chairman’s administrative “control tower”: anticipate needs, protect his time and attention, eliminate friction and create reliable systems so he can focus on vision, growth, relationships, public policy, capital allocation and high-impact decisions.

The Executive Assistant works in close partnership with and reports to the Chief of Staff. The Chief of Staff sets Executive Office priorities and owns strategic judgment, decision support, senior-leader accountability and escalation; the Executive Assistant owns the precise administrative execution, documentation, coordination and logistics required to make those priorities work every day.

This is an on-site position, and the Executive Assistant will work in the office five days per week to provide hands-on support, stay connected with the team, and help keep daily operations running smoothly.

Core Responsibilities

Chairman Readiness, Meetings & Follow-Through

• Ensure the Chairman is administratively and logistically prepared for every room he walks into. In coordination with the Chief of Staff, assemble agendas, attendee and background information, prior commitments, reading materials, presentations, directions, contact information and required documents sufficiently in advance.
• Own administration of the Chairman’s recurring 1:1 meetings, including scheduling.
• Maintain the Executive Office action and follow-up tracker.
• Escalate overdue senior-leader commitments to the Chief of Staff before they become surprises.
• Ensure meeting logistics, documents and follow-ups are closed-loop: decisions are recorded, responsibilities are clear and administrative next steps do not revert to the Chairman.

Calendar, Time & Travel Optimization

• Own the Chairman’s calendar end-to-end within priorities established with the Chief of Staff, making routine scheduling decisions independently and ensuring the calendar reflects priorities rather than incoming requests.
• Protect focused work and preparation time; intelligently sequence meetings; incorporate appropriate travel, preparation and recovery buffers; and proactively resolve conflicts and inefficiencies.
• Redirect, delegate or decline low-value meeting requests consistent with agreed parameters so the Chairman’s calendar continuously migrates toward the highest-value use of his time.
• Treat each business trip as a portfolio of opportunities rather than a single meeting. For every destination, proactively identify and propose additional high-value meetings, site visits, investor or partner contacts, board obligations, government/public-policy relationships and other worthwhile touchpoints in the same city.
• Work with the Chief of Staff to determine which opportunities warrant inclusion, with the objective of amortizing the Chairman’s travel time across multiple high-value objectives.
• Manage business and personal travel logistics end-to-end, including air travel, accommodations, ground transportation, itineraries, reservations, changes and contingency plans.
• Maintain detailed travel preferences and anticipate disruptions before they become demands on the Chairman’s attention.

Inbox, Communications & Inbound Requests

• Manage the Chairman’s high-volume email traffic, maintaining a disciplined system for triage, routing, drafting routine responses, follow-up and closure.
• Surface only communications requiring the Chairman’s decision, judgment, relationship or personal voice; independently resolve or route routine matters whenever appropriate.
• Assist in managing significant text-message traffic by documenting requests or commitments that require action, moving appropriate items into trackable workflows and preventing important matters from disappearing in informal communication channels.
• Coordinate routine communications and scheduling with senior executives, investors, lenders, partners, board members, public-policy contacts, professional advisers, family members and personal-office stakeholders.
• Maintain organized queues for philanthropic requests, political requests, student requests and similar inbound requests, compiling them for periodic Chairman review rather than allowing them to interrupt the Chairman individually.
• Communicate decisions and next steps promptly after review and maintain appropriate records in coordination with the Chief of Staff, legal, accounting or other professionals when necessary.

Administrative & Personal-Office Execution

• Own expense-report preparation and submission, obtaining receipts and supporting documentation without routinely requiring the Chairman to reconstruct expenditures.
• Own the administrative process for signature requests: confirm completeness, route documents to appropriate legal, financial or internal reviewers where required, obtain the Chairman’s signature efficiently, distribute executed documents and maintain appropriate records.
• Maintain a secure, intuitive and searchable business and personal file-management system so important correspondence, agreements, board materials, tax documents and reference information can be retrieved quickly.
• Support the Chairman’s outside-board responsibilities, including routine scheduling, committee and board meeting materials for committees or boards he chairs, meeting logistics, and preparation/routing of conflict-of-interest and other required disclosures.
• Coordinate personal-investment administration, maintaining reference records concerning entities and investment ownership, collecting tax and financial-reporting materials, tracking expected documentation and routing information to appropriate investment professionals, accountants or tax advisers.
• Coordinate tax-return documentation, including collecting materials, maintaining an outstanding-items checklist and securely routing information to third-party accounting firms and advisers. The EA does not provide tax, investment or legal advice.
• Coordinate aviation administration, including scheduling maintenance and inspections with qualified providers; organizing administrative copies/indexes of aircraft records and logbooks; coordinating the review workflow for service bulletins and airworthiness information with qualified aviation professionals; coordinating insurance renewals; scheduling recurrent training; and managing aviation-related trip preparation.
• Maintain a calendar of family and close-friend birthdays and anniversaries, with sufficient advance notice to plan and purchase appropriate gifts within established preferences and budgets.
• Coordinate routine personal and family logistics so that administrative matters are handled proactively rather than becoming tasks for the Chairman.

Availability & Responsiveness

• This role requires a high degree of responsiveness and flexibility, including outside normal business hours when necessary.
• The expectation is not constant chaos—but reliable, thoughtful coverage. The Executive Assistant is expected to build systems that reduce after-hours emergencies over time, while remaining available for truly time-sensitive matters.

Minimum Required Qualifications

• Minimum of 5-7 years supporting a CEO in a fast-paced, high-performance environment
• Bachelor's Degree required
• Demonstrated ability to manage and prioritize a high-volume inbox and scheduling flow

Other Required Skills & Abilities

• Exceptional judgment and decision-making ability
• Elite organizational skills and follow-through
• Strong written and verbal communication skills
• High attention to detail and commitment to excellence
• Ability to operate independently with minimal direction
• Absolute discretion and professionalism
• Valid driver’s license with strong driving record
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint)
• Anticipation over reaction: You solve problems before they exist
• Near-perfection mindset: You build systems and checks to avoid mistakes
• No surprises: Risks are surfaced early with proposed solutions
• Extreme ownership: Nothing falls through the cracks—ever
• Speed with accuracy: You operate quickly without sacrificing detail

EOE