Executive Assistant to CEO

Job Description

As Executive Assistant to the CEO, you will be an integral part of our company’s system. You will do far more than support the CEO; you will be a true partner in both their and the company’s success. You will serve as an extension of Balsam’s CEO, acting or making decisions on their behalf. You will utilize your unique insights to prioritize commitments and flex schedules. You will serve as both the hub of the wheel and as a master mechanic, connecting internal team members and external partners to the CEO in the appropriate manner, using your expert judgment and intuition. In your role as EA to the CEO, you will support not just a sliver of Mac, but his full self, including a wide range of professional and personal priorities.

This full-time position reports to the Manager of Executive Administration and is expected to work in a hybrid model, which currently includes Monday, Tuesday, and Wednesday in-office.

 What you’ll do:  

• Executive Assistance:
  • Serve as the first line of support for those needing the CEO. Research, prioritize, and follow up on incoming issues and concerns, including tight timelines and sensitive information
  • Serve as Master Calendar Optimizer. Support the CEO in managing their time and schedule by:  
    • Communicating and prioritizing relentlessly, optimizing their calendars with professional and personal commitments
    • Keeping the CEO informed of and prepared for upcoming commitments and responsibilities and following up appropriately
    • Prioritizing conflicting needs; handling matters expeditiously and proactively
  • Serve as liaison for your executive, as needed, with external partners and team members
  • Process written and verbal correspondence on behalf of your executives. E-mail organization as needed 
  • Prepare and submit monthly expense reports
  • Anticipate the CEO’s needs and proactively address them
  • Identify and resolve potential bottlenecks or conflicts in the CEO’s schedule and responsibilities
  • Assist with or coordinate ad hoc special projects, events, and additional executive assistance, as needed  
• Specific Duties for CEO:  
  • Support all facets of complex and detailed global travel, including but not limited to owning logistics, itineraries, meeting agendas, and coordination
  • Assist with various personal projects and tasks (~30% time)

 You’ll be successful if:  

• You are deeply relationship-oriented and value building relationships up, down, and across organizations 
• You find fulfillment in the unpredictable, ad hoc special projects that come your way
• You exude flexibility, both in terms of role and schedule. (There will be occasional work beyond the 9-5 timeframe.) 
• You bring experience working as an Executive Assistant in a growing company, intent on retaining the most special aspects of its culture while scaling for the next chapter  

What you bring to the table:  

• 8+ years of experience assisting senior leaders
• Relentless drive to pursue excellence, combined with judgment to prioritize against individual and company goals  
• Calendar Jenga skills: a knack for coordinating schedules of very busy people to ensure optimal collaboration time  
• Resourcefulness and adaptability: 
  • You are game for a dynamically changing and sometimes ambiguous environment  
  • You embrace evolving priorities and shift gears easily and often
  • You work efficiently with minimal guidance
  • You have a unique ability to “see around corners.” You anticipate needs before they arise and ensure that everyone is as prepared as possible for efficient and successful collaboration
• You predict the needs of and provide support to your executives, especially when they are out of office 
• Forward-looking thinking: you actively seek opportunities and propose solutions. You have a passion for optimization and process improvement
• The highest level of discretion and confidentiality to handle sensitive information. Strong sense of integrity, both internally and externally. You exercise poise, tact, diplomacy, professionalism, and discretion  
• Continual attention to detail in composing materials, establishing priorities, and meeting deadlines 
• Exceptionally strong organization and time management skills, dependability, and follow-through
• Strong communication (verbal, written) and interpersonal skills (high EQ!). Exceptional ability to interface with all levels of the team and a wide range of external partners
• Can-do and positive attitude: you are welcoming, considerate, resourceful, and quick on your feet
• Bachelor’s degree preferred  

About Us: Balsam Brands is a global, omnichannel ret