Executive Assistant to the CEO

Job Summary:

The Executive Assistant to the CEO is a highly strategic and integral role providing comprehensive administrative operational and logistical support to the Chief Executive Officer. This position requires exceptional organizational skills proactive problem-solving abilities discretion and a high level of professionalism. The Executive Assistant acts as a primary point of contact for internal and external stakeholders manages complex calendars facilitates communication and ensures the CEOs time is optimized for maximum impact. This role demands a forward-thinking individual who can anticipate needs prioritize effectively and maintain confidentiality in all matters.

Key Responsibilities:

• Calendar and Time Management:
• Proactively manage and maintain the CEOs complex calendar scheduling appointments meetings and conferences with a keen understanding of priorities and time zones.
• Anticipate and resolve scheduling conflicts ensuring smooth transitions between commitments.
• Prepare and provide detailed itineraries and necessary materials for all engagements.
• CEO Workstyle and Rhythm Management:
• Learn document and adapt to the CEOs working style preferred decision-making cadence and energy rhythms.
• Anticipate when the CEO needs prep time recovery time or deeper context.
• Help protect focus time and ensure routines (weekly reflections 1:1s prep time etc.) are honored.
• Communication and Correspondence:
• Act as a critical liaison between the CEO and ELT external partners clients and stakeholders.
• Screen and prioritize incoming communications (emails calls mail) drafting responses or delegating as appropriate.
• Prepare proofread and edit internal and external communications presentations reports and other documents for the CEO.
• Ensure timely and accurate dissemination of information on behalf of the CEO.
• Meeting Preparation and Follow-up:
• Coordinate all aspects of meetings including scheduling venue booking catering and technology setup.
• Prepare agendas gather necessary materials and distribute pre-read documents in advance.
• Attend meetings as required taking detailed minutes and tracking action items.
• Follow up on action items to ensure timely completion and report progress to the CEO.
• Travel Arrangements:
• Arrange complex travel logistics for the CEO including flights accommodations ground transportation and other requirements as needed.
• Prepare detailed travel itineraries and expense reports.
• Project Management and Support:
• Assist the CEO with various projects research and initiatives often acting as a project coordinator.
• Conduct research compile data and prepare reports or presentations as requested.
• Monitor progress of key initiatives and provide updates to the CEO.
• Office Administration and Organization:
• Maintain organized digital and physical filing systems.
• Process invoices expense reports and other financial documentation in a timely manner.
• Order and maintain office supplies and equipment as needed for the Houston office.
• Handle confidential and sensitive information with the utmost discretion and integrity.
• Relationship Management:
• Build and maintain strong working relationships with internal teams and external contacts.
• Represent the CEOs office professionally and positively at all times and in alignment with the companys values.
• Ad Hoc Duties:
• Perform other administrative duties and special projects as assigned by the CEO.

Qualifications:

• Experience:
• Minimum of 7-10 years of experience as an Executive Assistant supporting C-level executives preferably a CEO in a fast-paced environment.
• Proven track record of managing complex calendars travel and administrative tasks.
• Education:
• Bachelors degree in Business Administration Communications or a related field preferred.
• Skills:
• Exceptional organizational and time management skills with a strong ability to prioritize and multitask.
• Superior written and verbal communication skills with an impeccable command of grammar and spelling.
• Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and collaboration tools (e.g. Google Workspace Microsoft Teams).
• Tech-savvy and comfortable learning new software and systems quickly.
• High level of discretion professionalism and ability to handle confidential information with integrity.
• Proactive resourceful and a strong problem-solver with excellent attention to detail.
• Ability to work independently with minimal supervision and as part of a team.
• Strong interpersonal skills with the ability to build rapport and communicate effectively with diverse individuals.
• Flexibility and adaptability to changing priorities and demands.

Work Environment:

• Primarily an office-based role with potential for occasional remote work based on CEOs needs.
• May require flexibility in working hours to accommodate the business needs.
• Fast-paced and dynamic environment.

Success Factors:

• Ability to anticipate needs and proactively address potential issues.
• Exceptional judgment and decision-making capabilities.
• Strong ability to manage multiple competing priorities effectively.
• Demonstrated commitment to excellence and high standards of work.
• Positive attitude and a strong sense of ownership and accountability.

Signal Energy is an Equal Opportunity Employer and uses E-Verify.

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Required Experience:

Chief