Executive Support Specialist

Executive Support Specialist

The Executive Support Specialist will be a key member of the CEO's support team. This role acts as a primary point of contact, gatekeeper, and liaison to both internal stakeholders across the organization and key external partners. The Executive Support Specialist will manage complex calendars, travel logistics, communications, research, and briefing materials with professionalism, strategic insight, and discretion. In addition to providing confidential personal support to the CEO, this role will offer administrative assistance to the broader executive team as needed. With a focus on coordination, efficiency, and trust, the Executive Support Specialist helps optimize the CEO's time and impact while contributing to a collaborative, high-performing team environment. Our CEO and founder is a driven, hard working, energetic woman who is not above doing anything in the organization and who often works long hours. The best fit for this position has all of these same qualities and willingness to get the job done. This role requires access to confidential and sensitive data and ensuring that privacy and confidentiality are maintained at all times.

A typical day might include:

• Administrative Support for the CEO
• Draft correspondence, manage email flow, and triage urgent requests, maintaining high standards of professionalism and confidentiality at all times.
• Serve as the primary point of contact, liaison, and gatekeeper for the CEO, representing the office with professionalism and poise in interactions with internal team members, board members, and external partners.
• Proactively manage a highly complex, ever-shifting calendar, including scheduling meetings, prioritizing requests, resolving conflicts, and responding quickly to changing needs.
• Coordinate and manage all travel arrangements for the CEO, including multi-leg itineraries, last-minute changes, hotel accommodations, ground transportation, and preparation of detailed travel packets.
• Prepare and reconcile expense reports and reimbursement submissions in a timely and accurate manner, ensuring adherence to internal financial protocols and timelines.
• Proactively develop and deliver comprehensive daily briefing materials for the CEO's meetings, including agendas, talking points, background research, and meeting participant profiles.
• Conduct in-depth research on meeting topics, key players, and event attendees to help the CEO prepare for high-impact engagements and optimize time and influence.
• Draft and/or edit written correspondence on behalf of the CEO; manage incoming email flow; and triage urgent requests, maintaining high standards of professionalism and confidentiality at all times.
• Partner with the Executive Operations Director to support the development of high-quality slide decks and presentation materials by creating, formatting, and editing content to effectively communicate key messages to audiences.
• Help compile and format board materials, coordinate distribution of board packets, and manage logistics for board meetings.
• Personal Assistant Support for the CEO
• Manage personal scheduling and appointments for the CEO with discretion and tact.
• Provide on-the-ground, day-to-day support for a variety of personal needs, demonstrating discretion and trustworthiness.
• Coordinate logistics for personal travel, family needs, and special events as requested, ensuring seamless planning and execution with sensitivity to privacy.
• Executive Team Support
• Maintain awareness of critical dates such as contract renewals, reporting deadlines, or milestone anniversaries, and provide timely reminders or preparatory support.
• May support project management efforts by tracking deadlines, compiling updates, and following up on deliverables for special projects led by the CEO, Executive Operations Director, or executive team.
• May assist with the planning and logistical coordination of executive team events, organizational events and retreats as needed. This may include venue booking, travel arrangements, scheduling, material preparation, and providing on-site support.