Executive Assistant to the President & CEO

The Executive Assistant to the President & CEO provides high-level, professional support to the President & CEO in close partnership with the VP of Human Resources, enabling the CEO to focus on leading and growing the organization. This role combines executive support and cross-departmental coordination, ensuring seamless communication and efficient workflow across the organization.

The ideal candidate is a highly organized, detail-oriented, and adaptable professional who thrives in a fast-paced, dynamic environment while maintaining the utmost discretion and professionalism. This role demands exceptional organizational, communication, and judgment skills, as well as the ability to anticipate needs, proactively manage complex priorities, and ensure seamless operations across all aspects of the CEO’s and HR leadership’s responsibilities. Serving as a trusted partner, gatekeeper, and representative of the executive office, the Executive Assistant consistently exercises sound judgment, protects executive time, and upholds the highest standards of confidentiality, integrity, and professionalism.

Responsibilities

Executive & Leadership Support

• Manage and prioritize the CEO’s calendar, appointments, meetings, and travel arrangements (domestic and international) ensuring the CEO’s time is aligned with the most critical initiatives and stakeholders.
• Proactively identify and resolve scheduling conflicts, maintaining seamless coordination across internal and external commitments.
• Prepare, edit, and distribute correspondence, presentations, reports, and other executive communications.
• Screen and triage communications, protecting the CEO’s time and ensuring follow-up where appropriate.
• Coordinate and support departmental and cross-functional meetings, including agenda preparation, minutes, and follow-up.
• Facilitate interaction with internal and external stakeholders, licensees, vendors, and board members.
• Track action items and ensure timely completion of projects and initiatives.
• Serve as a liaison between the CEO and senior leadership, staff and external partners, communicating expectations with authority and professionalism.
  
  

Board & Department Coordination

• Coordinate logistics for Board of Directors and leadership meetings, including agenda preparation, briefing materials, and follow-up communications.
• Ensure that Board and executive leadership have timely access to information and resources to support decision-making.
• Assist in scheduling and managing leadership and departmental meetings for SVPs, VPs, and other executives.
• Maintain departmental calendars and coordinate all necessary materials for meetings and presentations.
• Ensure compliance with organizational policies, procedures, and document retention practices across departments.
  
  

Travel & Event Management

• Plan and coordinate complex domestic and international travel, including visas, itineraries, lodging, and ground transportation.
• Organize executive, corporate, and client-facing events, ensuring seamless logistics and professional representation.
• Provide on-site support for high-profile meetings and events.
  
  

Operational & Administrative Leadership

• Serve as a liaison between executives and staff, providing guidance and facilitating communication.
• Maintain office systems, manage purchase orders, DID records, and third-party account administration.
• Support IT and technology needs, communicate issues to vendors or office management, and assist employees with software/network tools.
• Assist in onboarding, training, and compliance initiatives, ensuring departmental adherence to company policies.
• Support special projects, research, and operational initiatives as assigned.
  
  

HR Partnership

• Collaborate with the VP of HR on executive calendaring, HR priorities and cross-functional initiatives.
• Support HR in coordinating leadership meetings, employee communications when necessary, and organizational updates.
• Serve as a bridge between HR, the CEO, and departmental leaders to ensure alignment on communication, policies, priorities, and initiatives.
  
  

Confidentiality & Professional Judgment

• Handle sensitive information with integrity and discretion.
• Exercise sound judgment in all interactions, representing the CEO and executive office professionally.
• Maintain trust through reliable, accurate, and confidential handling of all matters.
  
  

Core Competencies

• Strategic Calendar & Priority Management
• Executive & Operational Support
• Stakeholder Engagement & Relationship Management
• Travel & Event Coordination
• Confidentiality & Sound Judgment
• Operational Agility & Problem Solving
• Professional Written & Verbal Communication
• Initiative, Anticipation & Adaptability
• Composure & Resilience under Pressure
  
  

Qualifications

• Bachelor’s degree preferred in Business Administration, Communications, or related field; equivalent experience considered.
• 5+ years supporting senior executives, preferably CEOs, Presidents, or multiple departments; experience managing complex calendars, executive travel, meetings, board support, and confidential matters.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams/Zoom, org chart tools, and other business applications; ability to learn new software quickly.
• Strong organizational, communication, and time-management skills; proactive and detail-oriented; ability to handle multiple priorities under pressure; discreet and professional demeanor; confident, reliable, and poised.
  
  

Why This Role Matters

This position is a critical partner to the CEO, providing high-level executive support and ensuring the CEO’s time and focus are maximized. By also partnering with the VP of HR, the Senior Executive Business Partner enhances communication, coordinates priorities, and strengthens collaboration across leadership, helping the organization run smoothly and effectively.

About U.S. Polo Assn. And USPA Global

U.S. Polo Assn. is the official brand of the United States Polo Association (USPA), the largest association of polo clubs and polo players in North America, founded in 1890. With a multi-billion-dollar global footprint and worldwide distribution through more than 1,100 U.S. Polo Assn. retail stores as well as thousands of additional points of distribution, U.S. Polo Assn. offers apparel, accessories, and footwear for men, women, and children in more than 190 countries worldwide. Historic deals with ESPN in the United States and Star Sports in India now broadcast several of the premier polo championships in the world, sponsored by U.S. Polo Assn., making the thrilling sport accessible to millions of sports fans globally for the very first time.

U.S. Polo Assn. has consistently been named one of the top global sports licensors in the world alongside the NFL, NBA, and MLB, according to License Global. In addition, the sport-inspired brand is being recognized internationally with awards for global and digital growth. Due to its tremendous success as a global brand, U.S. Polo Assn. has been featured in Forbes, Fortune, Modern Retail, and GQ as well as on Yahoo Finance and Bloomberg, among many other noteworthy media sources around the world.

For more information, visit uspoloassnglobal.com and follow @uspoloassn.

USPA Global is a subsidiary of the USPA and manages the global, multi-billion-dollar U.S. Polo Assn. brand. Through its subsidiary, Global Polo Entertainment (GPE), USPA Global also manages Global Polo TV, which provides sports and lifestyle content. For more sports content, visit globalpolo.com.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, sexual orientation, age, disability, gender identity, marital or veteran status, or any other protected class.