Executive Assistant

Description

Position Summary

The Executive Assistant (EA) supports the CEO and Executive Operations team by providing focused executive administrative support and tactical financial assistance. This role reports directly to the Senior Executive Assistant, who manages high-level M&A coordination and acts as the CEO’s strategic gatekeeper.

The EA owns the CEO’s calendar, travel, and inbox logistics, and plays a support role in M&A efforts by collecting financial documentation and accurately populating valuation spreadsheets. The EA ensures structure and timeliness in administrative workflows, working in close alignment with the Senior EA to execute deliverables in a fast-paced, remote-first environment.

Key Responsibilities

Executive Support (CEO-Focused)

• Fully manage the CEO’s calendar: schedule meetings across time zones, coordinate with internal and external stakeholders, and prioritize high-impact items.
• Triage and maintain the CEO’s email inbox, escalating time-sensitive matters in alignment with the Senior EA’s direction.
• Coordinate domestic travel logistics, including transportation, lodging, meeting arrangements, and briefings.
• Prepare meeting notes, agendas, and related materials for the CEO’s internal and external engagements.
  
  

M&A Administrative Support

• Gather and organize financial and operational documents from acquisition targets, including P&Ls and balance sheets.
• Populate valuation spreadsheets and templates using submitted data, under the guidance of the Senior EA and Finance team.
• Upload and label M&A documentation in SharePoint, maintaining file accuracy per established naming conventions and folder structures.
• Track document submissions and data entry progress in Asana, reporting updates to the Senior EA.
  
  

Reporting Relationship & Workflow Coordination

• Report directly to the Senior Executive Assistant, adhering to assigned priorities, timelines, and review protocols.
• Align closely with the Senior EA’s M&A coordination responsibilities, ensuring timely and accurate execution of delegated tasks.
• Maintain awareness of the broader executive and M&A calendar to support consistent workflow management and handoffs.
  
  

Internal Coordination & Systems Support

• Support organization and version control of files in platforms such as SharePoint, Loop, and Microsoft Teams.
• Assist with internal coordination for executive meetings and events, including scheduling and basic logistics.
  
  

Provide occasional administrative support for the CEO’s involvement in government contracting (GovCon) matters when assigned.

Requirements

Skills & Qualifications

• 5–7 years of executive assistant or administrative support experience, including support for C-level executives.
• Familiarity with financial documents such as profit and loss statements and balance sheets; capable of structured data entry and template use.
• Proficient in Microsoft 365 (Outlook, Teams, SharePoint), Asana, and cloud-based document tools.
• Strong organizational and time management skills with excellent attention to detail.
• Experience working in remote, fast-paced environments with minimal supervision.
• Exposure to M&A, GovCon, or financial operations support is a plus.
• High integrity, confidentiality, and professional communication standards.
  
  

Success Profile

• You thrive in a structured, detail-focused support role and enjoy enabling high-level leadership.
• You’re calm under pressure, great at juggling shifting priorities, and consistently meet deadlines.
• You bring operational discipline to workflows and ensure no task falls through the cracks.
• You value clear communication, proactive follow-up, and take pride in delivering polished, dependable work.