Executive Assistant – CEO Calendar Management

Job responsibilities:

• Manage and maintain the CEO's Outlook calendar, ensuring optimal scheduling, prioritization, and time management.
• Coordinate complex internal and external meetings across multiple time zones while balancing competing priorities.
• Proactively review the CEO's schedule to identify conflicts, scheduling gaps, and opportunities to maximize productivity.
• Prioritize meeting requests based on business objectives and the CEO's strategic priorities.
• Serve as the primary point of contact for all calendar requests, communicating professionally with executives, employees, clients, and external partners.
• Prepare the CEO's daily and weekly agenda, ensuring all meeting details, materials, and logistics are organized in advance.
• Schedule recurring meetings, board meetings, leadership meetings, one-on-one meetings, and special events.
• Coordinate travel itineraries with calendar commitments to ensure seamless scheduling and adequate travel time.
• Adjust the CEO's calendar in real time to accommodate changing business needs, urgent priorities, and unforeseen circumstances.
• Ensure appropriate buffer time between meetings and protect focus time for strategic work.
• Monitor meeting responses, send reminders when needed, and follow up on scheduling requests promptly.
• Maintain strict confidentiality regarding executive schedules, sensitive meetings, and company information.
• Collaborate closely with the executive leadership team and administrative staff to ensure alignment across organizational priorities.
• Utilize Microsoft Outlook and Microsoft 365 tools to efficiently manage calendars, meeting invitations, Teams meetings, room bookings, and shared calendars.

Qualifications:

• 3+ years of experience supporting C-level executives, preferably a CEO or senior executive.
• Expert-level proficiency with Microsoft Outlook, Microsoft 365, and Microsoft Teams.
• Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong judgment and decision-making skills when prioritizing competing requests.
• Excellent written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Ability to anticipate needs, solve problems proactively, and work independently with minimal supervision.
• Must be fluent in English