Executive Assistant, CEO

Role Overview

• Serve as the primary point of contact for internal and external stakeholders on behalf of the CEO, managing correspondence, inquiries, and high-level communications with discretion and professionalism
• Strategically manage the CEO's calendar by scheduling meetings, prioritizing engagements, and proactively identifying potential conflicts to optimize the executive's time and effectiveness
• Coordinate Executive Leadership Team meetings, including developing agendas, preparing and distributing documents, recording minutes, and tracking follow-up on action items
• Facilitate executive-level meetings such as leadership team sessions, off-site retreats, and strategic planning discussions by managing logistics, materials, and technology support
• Plan and coordinate domestic and international travel arrangements, including building detailed itineraries, managing visa applications, arranging transportation, and securing accommodations
• Organize, edit, and proofread executive communications, speeches, presentations, and reports to ensure clarity, accuracy, and alignment with SAE International's strategic objectives
• Safeguard sensitive and confidential information by exercising the highest level of discretion and sound judgment in all interactions and document handling
• Cultivate and manage relationships with key external partners, stakeholders, and board members to support strategic initiatives and advance organizational goals
• Oversee budget management for the executive office, including processing expenses, tracking expenditures, and ensuring compliance with established financial policies and procedures
• Support key governance functions and act as a partner and backup to governance personnel as needed, ensuring continuity of critical board and organizational processes
• Collaborate with executive assistants across the organization to ensure alignment and coordination of priorities, initiatives, and cross-functional activities
• Provide mentorship and lead best practices across executive assistants for the enterprise
• Lead or contribute to special projects and initiatives as assigned by the CEO, applying effective project coordination skills to deliver results on time and within scope

Requirements

• Associate's degree required, or an equivalent combination of education and relevant professional experience
• A minimum of 8 years of experience providing direct administrative support to C-suite executives in a dynamic, high-responsibility environment
• Exceptional organizational, problem-solving, and multitasking abilities with strong attention to detail and the capacity to manage competing priorities effectively
• Excellent verbal and written communication skills, with the ability to interact effectively and professionally at all levels of the organization
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools such as Zoom, Microsoft Teams, and project management platforms
• Proven ability to manage confidential and sensitive information with discretion and professionalism at all times
• Strong interpersonal skills with the ability to build and maintain collaborative relationships across diverse stakeholders, including board members, executives, and external partners
• A high level of initiative, adaptability, and the demonstrated ability to work independently while supporting the CEO's dynamic and evolving priorities.

Benefits

• Reasonable Accommodation available for qualified individuals with disabilities