Executive Assistant to Chief Executive Officer

Company Overview

Incontrera Consulting is a boutique consultancy that works with individuals and small businesses on social media, publicity, speaker strategy, and book writing and publishing. Its services cover online branding, media placements on podcasts and both internet and traditional radio, development and outreach for TEDx talks, and support for book launches.

Role Summary

The Executive Assistant to the Chief Executive Officer is a high-level administrative and operational support position. This role centers on keeping the CEO organized, coordinating priorities across time zones, and helping daily operations run smoothly in a fast-moving consulting environment.

Key Duties

• Manage the CEO’s schedule and keep the calendar organized.
• Arrange meetings, calls, interviews, and speaking commitments across multiple time zones.
• Monitor and organize the inbox, helping keep communication clear and actionable.
• Draft and prepare documents, presentations, files, and project materials.
• Track tasks, deadlines, follow-ups, and related project details.
• Handle expense reports and assist with basic financial tracking or invoicing.
• Support travel arrangements and logistics when required.
• Help improve workflows and coordination with clients and partners.
• Work proactively, maintain confidentiality, and anticipate the CEO’s needs.

Qualifications

• Strong background in executive-level administrative support, including calendar coordination, task prioritization, and assistance with decision-making.
• Experience managing diaries, schedules, and accurate records.
• Ability to prepare and process expense reports, with exposure to basic invoicing or financial tracking.
• Excellent written and spoken communication skills, with a professional approach in client-facing situations.
• Highly organized, detail-oriented, and able to manage several priorities independently in a remote environment.
• Comfort using productivity and collaboration tools such as Google Workspace or Microsoft 365, scheduling software, and project management platforms.
• Strong judgment and discretion when dealing with confidential information.
• Experience supporting consultants, coaches, or media and publicity professionals is considered an advantage.

Work Arrangement

This is a full-time contract position with remote work flexibility. The role is based in New York, NY.

Additional Information

The role demands a proactive mindset, strong coordination skills, and the ability to operate efficiently in a fast-paced consulting setting. Ethical and non-discriminatory practices are expected in the handling of work and information.