Executive Assistant to Chief Executive Officer

About the Role

A prominent entrepreneur and CEO is seeking a highly capable Executive Assistant to act as a trusted partner and integral support to the executive. Based primarily in Scottsdale, AZ with some time in Southern California, this role demands an individual who thrives in a fast-paced, dynamic environment and possesses strong organizational skills, discretion, and the ability to anticipate needs proactively.

Key Responsibilities

• Expertly manage a constantly changing executive calendar with outstanding prioritization.
• Arrange complex travel plans domestically and internationally, managing detailed itineraries, logistics, and last-minute adjustments.
• Oversee and track projects and follow-up action items related to both business and personal matters.
• Maintain comprehensive task lists to ensure all requests are addressed and priorities are organized.
• Proactively anticipate challenges, solve problems, and ensure completion of outstanding tasks.
• Coordinate meetings, communications, and logistical arrangements across multiple enterprises and stakeholders.
• Draft correspondence, prepare presentations, organize materials, and handle document management as needed.
• Support personal, household, and property-related responsibilities including managing vendors and appointments.
• Conduct research, compile information, and offer thoughtful recommendations.
• Implement technology solutions, automation, and AI tools to streamline workflows.
• Handle sensitive information with the highest level of discretion and confidentiality.

Daily Success Factors

• Serve as the executive's central coordination point to keep priorities streamlined and maintain momentum.
• Reprioritize tasks dynamically in response to evolving business demands without compromising attention to detail.
• Act as gatekeeper and coordinator for projects, communications, and follow-ups.
• Create and refine systems to enhance efficiency and simplify complex processes.
• Maintain detailed action lists and deadline tracking to ensure every commitment is fulfilled.
• Anticipate the CEO's needs by thinking multiple steps ahead rather than reacting passively.
• Prepare detailed agendas, meeting materials, and background research to ensure full readiness.
• Represent the principal professionally when liaising with executives, partners, advisors, vendors, and stakeholders.
• Identify and implement AI, automation, and technology solutions to eliminate repetitive tasks and boost productivity.
• Bring organization, clarity, and accountability to a fast-paced entrepreneurial environment.

Candidate Qualifications

• Prior experience supporting a busy founder, entrepreneur, CEO, or ultra-high-net-worth individual.
• Exceptional organizational skills with acute attention to detail.
• Ability to excel under pressure in a rapid and shifting environment, managing multiple priorities gracefully.
• Proactive, resourceful, and composed in challenging situations.
• Excellent written and verbal communication skills with flawless follow-through.
• Highly accountable, responsive, and diligent in managing comprehensive task lists to ensure nothing is missed.
• Advanced proficiency with Google Workspace, Microsoft Office, and project management tools such as Slack, Asana, or Monday.com.
• Familiarity with LinkedIn, Salesforce, and communication platforms like Telegram is a plus.
• Keen interest and working knowledge of AI tools and automation platforms to enhance productivity.
• Demonstrates exceptional judgment, professionalism, and discretion in a high-demand environment.
• Positive and solution-driven mindset focused on optimizing the executive's efficiency daily.

Additional Information

This position is primarily office-based in Scottsdale, Arizona, with some flexibility for remote work when suitable. The role offers a competitive annual salary ranging from $130,000 to $160,000 dependent on experience, along with comprehensive benefits and a discretionary bonus.