Executive Assistant

Core Responsibilities

1) Executive Support & CEO Office Management

• Serve as the CEO’s primary point of contact and gatekeeper, managing requests with tact and urgency.
• Manage the CEO’s calendar across multiple businesses: scheduling, prioritizing, and reducing time conflicts.
• Prepare the CEO for all meetings (agendas, briefing notes, stakeholder context, documents, key questions).
• Take high-quality meeting minutes and translate discussions into clear action items with owners and deadlines.
• Coordinate executive travel, events, and logistics (as required).
• Handle confidential matters with discretion, professionalism, and sound judgment.
• Proactively anticipate needs—identify risks, solve problems, and bring options/solutions (not just updates).

2) Strategic Execution & Project Coordination

• Drive execution on CEO priorities across the Academy, College, and Pharmacy—ensuring plans turn into outcomes.
• Build lightweight systems for tracking initiatives (project trackers, dashboards, weekly action reviews).
• Coordinate cross-functional projects (e.g., enrollment initiatives, academic operations, pharmacy service upgrades).
• Follow up with managers and team leads to ensure tasks are completed on time and to standard.
• Support operational improvements by documenting processes (SOPs), simplifying workflows, and improving structure.
• Maintain a “CEO Priorities” pipeline and ensure timely progress reporting.

3) Communication & Stakeholder Management

• Draft and send professional communications on behalf of the CEO (internal and external).
• Ensure communication is consistent across students, parents, staff, partners, and vendors.
• Support customer service excellence by identifying recurring issues and implementing improvement actions.
• Act as a liaison between the CEO and leadership/team members—ensuring clarity and accountability.
• Support crisis-sensitive communication with empathy and accuracy (especially in education and pharmacy settings).

4) People Support & Culture Protection

• Support a positive, high-performance culture by modeling professionalism, care, and accountability.
• Assist with onboarding, staff engagement, internal communication, and employee coordination activities.
• Help ensure staff follow agreed processes, standards, and service expectations.
• Support conflict resolution and relationship-building by listening, clarifying issues, and escalating appropriately.
• Coordinate recognition initiatives, staff check-ins, and culture-building activities in partnership with leadership.
• Protect the CEO’s leadership “voice” by ensuring consistent follow-through and respectful communication.

5) Representation & Leadership on Behalf of the CEO

• Represent the CEO in meetings when needed, provide updates, and carry decisions back to the team.
• Lead select meetings, follow-ups, and coordination efforts to ensure execution continues in the CEO’s absence.
• Build trust across teams while maintaining boundaries, confidentiality, and professionalism.

6) Systems, Tools & Administrative Excellence (Done at a High Level)

• Manage files, documentation, templates, records, and standard communication formats.
• Maintain accurate digital organization: shared drives, folders, naming conventions, and document control.
• Use technology tools to increase productivity and visibility (e.g., Google Workspace/Microsoft 365, Slack/Teams, Zoom, Asana/Trello/ClickUp, CRM/Student Information Systems, ticketing tools).
• Create and maintain reports and dashboards (weekly summaries, KPI trackers, action registers).

Required Competencies & Attributes

We’re looking for someone who is:

• Passionate about education and student-centered service
• Customer-obsessed—excellent service for students, parents, staff, and stakeholders
• Highly tech-savvy and confident using digital tools and systems
• Extremely organized, detail-oriented, and strong at building structure
• Adaptable and flexible, comfortable managing a dynamic executive schedule
• Emotionally intelligent—calm under pressure, tactful, professional, and people-oriented
• A confident leader who can represent the CEO appropriately and decisively
• Discreet and trustworthy, able to manage sensitive information
• Proactive and solution-driven, able to think ahead and execute without being micromanaged
• Committed to growth, excited to develop into a long-term strategic support role