Executive Assistant to Chief Executive Officer

Published: 6/14/2022

Job Description

About the Company

Ascentria Search Partners is conducting a search on behalf of a growing technology company with international operations. The organization is entering a new phase of growth and integration, creating an opportunity for an experienced Executive Assistant to help shape how its executive office operates.

This is a highly entrepreneurial environment where priorities evolve quickly, new opportunities emerge, and individuals can make a meaningful impact.

The Opportunity

Our client is seeking an exceptional Executive Assistant to serve as a trusted partner to the CEO. This high-level role requires someone who takes full ownership, anticipates needs, and brings structure, sound judgment, and consistent follow-through to a fast-paced, fluid environment.

Initially focused on supporting the CEO directly, the position will evolve as the company grows. The ideal candidate is agile, resourceful, and comfortable operating in situations where direction may be incomplete, priorities shift, and established processes may not yet exist. Success requires strong critical thinking, a bias for action, and the judgment to determine when to move forward independently and when to seek clarification or alignment.

Beyond managing executive logistics, this individual will build effective systems, coordinate with international colleagues and leadership, and take on broader projects and responsibilities as business needs develop. They will translate evolving needs into practical next steps, adapting their approach as new information emerges.

The company’s workforce includes technical specialists and many long-tenured employees. The environment is highly technical and metrics-driven, requiring an individual who can build effective relationships and engage with a variety of working styles and personalities.

Key Responsibilities

Executive Partnership and Calendar Ownership

Take full ownership of the CEO’s calendar, aligning meetings, commitments, and protected work time with evolving business priorities.

Assess competing requests, anticipate conflicts, and make thoughtful scheduling decisions based on business objectives.

Adapt quickly to shifting priorities while keeping stakeholders informed and important commitments on track.

Prepare the CEO for meetings with relevant materials, background information, agendas, and clearly defined objectives.

Track decisions, commitments, and action items, proactively following through to ensure completion.

Serve as a professional, responsive liaison between the CEO and internal leaders, external partners, and other key stakeholders.

International Leadership Coordination

Interact with international leadership and colleagues as needed on behalf of the CEO.

Coordinate meetings, communications, information requests, and follow-up across the organization’s international operations.

Navigate time-zone differences and cross-cultural communication thoughtfully to support productive working relationships.

Support alignment and clear communication as teams grow and their activities become more interconnected.

Travel and Logistics

Own domestic and international travel planning from beginning to end, including itineraries, transportation, accommodations, and meeting logistics.

Develop practical travel schedules that account for time zones, executive preferences, and changing business needs.

Proactively resolve disruptions and last-minute changes with composure and resourcefulness.

Coordinate expense reporting and maintain accurate supporting documentation.

Organization, Processes, and Technology

Establish and maintain effective systems for correspondence, documents, contacts, meeting materials, and follow-up.

Develop and implement processes and procedures that improve executive productivity and coordination across the organization.

Recognize where structure is needed and introduce practical solutions that support a growing business.

Use productivity tools, collaboration platforms, automation, and appropriate AI tools to streamline work while protecting confidential information.

Create clear documentation and repeatable workflows that can scale as the company expands.

Special Projects and Evolving Responsibilities

Coordinate leadership meetings, company events, and special projects, managing timelines, dependencies, and follow-through.

Prepare and refine presentations, reports, correspondence, and other executive materials.

Apply critical thinking to identify issues, evaluate options, and recommend practical next steps.

Take ownership of new responsibilities and broader organizational needs as the role evolves.

Handle sensitive business and personnel information with exceptional discretion.

Ideal Qualifications

10+ years of progressively responsible executive support experience, including direct support of a CEO or comparable senior executive.

Experience operating effectively in a fast-paced, highly entrepreneurial organization where priorities change quickly.

A proven ability to manage competing demands, navigate ambiguity, and maintain momentum in a fluid environment.

Strong critical thinking skills, sound business judgment, and the confidence to make decisions independently within established priorities.

Demonstrated success managing complex calendars, international travel, and executive commitments.

Exceptional organization, attention to detail, and reliable follow-through.

Excellent written and verbal communication skills, with the ability to interact effectively across organizational levels, cultures, time zones, and working styles.

Strong technology skills and a demonstrated ability to use systems and tools to improve efficiency.

Experience developing processes and bringing structure to a growing organization while remaining flexible.

A proactive, collaborative approach and a willingness to take on responsibilities beyond a traditional Executive Assistant scope.

Experience working with an international parent company or geographically dispersed leadership team is preferred.

Experience supporting leaders within a technical, scientific, engineering, or manufacturing environment is helpful.

Compensation and Benefits

The target annual salary is $150,000–$200,000, commensurate with experience. The company offers excellent benefits, including fully paid medical premiums for employees and their dependents.

This position is full-time and based in the company’s Sorrento Valley office, with flexibility to coordinate across international time zones as needed.

This is an opportunity for an accomplished Executive Assistant who thrives on ownership, adapts quickly, and enjoys helping an executive and a growing company operate at their best.