Executive Assistant managing complex calendars and communications for senior leadership at Armanino. Supporting travel arrangements and meeting preparations in a unique work environment.
About the role
- Executive Assistant supporting the CEO at TimelyCare, a virtual care provider for education. Ensuring effective calendar management and executive preparedness in a fast-paced environment.
Responsibilities
- Own and manage the CEOs calendar, prioritizing time allocation in alignment with organizational and business objectives.
- Proactively schedule thinking time, preparation windows, recovery periods, and travel buffers to optimize executive effectiveness.
- Anticipate scheduling conflicts, recommend viable alternatives, and execute adjustments with urgency and confidentiality.
- Coordinate complex internal and external meetings, both virtual and in person.
- Ensure the CEO is fully prepared for all meetings.
- Prepare comprehensive meeting briefs, including agendas, context, risks, and required decisions.
- Coordinate and assemble multi-departmental inputs for recurring and ad hoc meetings.
- Build and refine business update decks, staff meeting presentations, board materials, and executive talking points.
- Serve as the primary point of triage for the CEOs inbox and incoming communications.
- Draft, edit, and polish emails, memos, updates, and executive correspondence.
- Exercise sound judgment and maintain strict confidentiality in all interactions.
- Track timelines, deliverables, and action items across CEO-sponsored initiatives.
- Conduct research and gather background information to support executive decision-making.
- Compile summaries, action logs, and status reports to ensure accountability and progress.
- Coordinate ELT meeting logistics, including agendas, pre-read materials, and follow-up actions.
- Collect data, updates, and materials from ELT members to support CEO preparation.
- Maintain executive alignment through operational coordination and communication flow.
- Manage complex domestic and international travel schedules, itineraries, and briefing materials.
- Address last-minute changes or disruptions with professionalism and efficiency.
- Support logistics for executive events, board meetings, conferences, and external presentations.
- Oversee day-to-day operations of the executive office and onsite needs.
- Ensure executive workspaces and visitor areas are organized, fully stocked, and visitor-ready.
- Manage expense reporting, reimbursements, and tracking of CEO-related budgets.
- Support document management, filing, and administrative processes.
- Assist with personal tasks and errands as required by the CEO.
- Proactively anticipate needs, priorities, and potential challenges.
- Identify and address details before they escalate.
- Ensure the CEO remains informed, prepared, and focused on the organizations highest priorities.
- Operate with professionalism, and a calm, solutions-oriented mindset.
- Perform additional tasks and projects as needed to support evolving team objectives and company goals.
Requirements
- Bachelors degree in business administration, communications, or a related field.
- 7+ years of experience providing administrative and operational support to C-level executives, with direct CEO support strongly preferred.
- Demonstrated success in highly complex calendar and workflow management.
- Exceptional written and verbal communication skills, with strong proficiency in PowerPoint, Excel, and executive-level presentation development.
- Meticulous attention to detail, with the ability to manage multiple priorities while maintaining accuracy and consistency.
- Proven ability to influence outcomes and drive alignment without formal authority.
- Demonstrates a low-ego, high-ownership approach, taking accountability for outcomes and operating as a trusted extension of executive leadership.
- Highly anticipatory and proactive, with the ability to identify needs and address issues before they arise.
- Thrives in ambiguous, fast-paced environments by creating structure, clarity, and operational discipline.
- Exhibits the highest standards of loyalty, trustworthiness, confidentiality, and professionalism in all interactions.
Benefits
- Paid Company Holidays + No work on your birthday!
- Flexible PTO + Volunteer Time Off (VTO) as an organization to give back to the community
- Variable bonus eligibility on a quarterly basis
- Company-sponsored Health Insurance (Medical, Dental, Vision) + Pet Insurance
- Company-paid group Life Insurance + Company-paid Short Term Disability
- Concierge benefit support services
- 401(k) with employer match
- Free access to TimelyCare virtual medical and mental health support
- Mission-Driven Purpose with a Supportive Team Culture
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