Executive Assistant to the CEO

Description

Snowbird Agility, Inc., a fast-paced, dynamic small business in the federal government contracting sector, has an exciting opening for a highly proactive, organized, and detail-oriented Executive Assistant to provide direct support the CEO. This position requires a high degree of discretion, exceptional communication skills, and a strong commitment to providing both personal and professional administrative support.

The Executive Assistant acts as an administrative “gatekeeper” to the executive office. The position tracks and manages action items, deadlines, appointments and correspondence. Successful candidate must have seasoned and acute skills in prioritization, action tracking, and be comfortable representing the authority, expectations and administrative requirements of the company CEO. The ideal candidate is a master of logistics, thrives under pressure, and takes pride in anticipating needs and delivering excellence in every task. Previous experience providing executive support in a corporate environment is highly desirable.

The Executive Assistant must demonstrate superior competence and comfort managing and maintaining multiple priorities, projects and executive deliverables with demanding deadlines. In addition, he/she must be comfortable representing the CEO to senior corporate officers, senior industry representatives, clients, and Government officials. He/she must demonstrate the highest degree of professionalism in a private sector environment and have an excellent command of the English language. Some mathematical analytical ability is required in order to gather and summarize data for reports. This position also requires a high sensitivity for protocol and ability to deal with a diverse group of important external callers and visitors as well as internal contacts at all levels of the company. Independent judgment and initiative are essential to plan, prioritize and organize a diversified workload. Prompt attendance, attention to detail, professional appearance and disposition, comfort with current office software applications, and proof-reading skills are required.

Key Responsibilities

Executive Support

• Manage the CEO’s complex and ever-changing calendar, prioritizing appointments, travel, and commitments.
• Screen, prioritize, and respond to emails and communications on behalf of the CEO. Ensure VIP correspondence is immediately flagged for Executive response and notify CEO of pending VIP messages.
• Manage Executive calendar, coordinate and confirm internal and external meetings, including agendas, locations, participants, and follow-ups. Ensure Executive calendar is always current and that meeting changes are incorporated as received with notifications of any changes provided to the CEO.
• Conduct comprehensive travel planning for all Executive travel to include purchasing tickets, making all necessary hotel, rental car, and dinner reservations as required. Prepare a detailed and thorough travel itinerary for the Executive to include: meeting time and locations; security/access requirements, if applicable; key points of contact to include mobile phone numbers and emails
• Coordinate meetings, events, or conferences involving the Executive by scheduling, arranging facilities and technology support, issuing information or invitations, coordinating participants, obtaining read-aheads, and controlling event budget.
• Prepare meeting records such as agendas, notices, minutes, and resolutions for corporate meetings.
• Act as custodian of corporate documents and records.
• Assist Executive with preparing confidential correspondence, reports, and other complex documents.
• Prepare briefing materials, reports, memos, and presentations as needed.
  
  

Personal Assistance

• Provide high-level personal support, including travel arrangements, personal errands, household coordination, and other concierge-level services.
• Coordinate family schedules and personal appointments as directed by the CEO.
• Handle confidential and sensitive information with discretion.
  
  

Operational & Administrative Tasks

• Track action items, deadlines, and priorities across multiple business and personal projects.
• Maintain organized digital and physical filing systems for business and personal records.
• Assist with expense reporting and basic bookkeeping tasks for the CEO, as needed. Obtain receipts for all expenses incurred by the CEO and provide to the accounting team for processing.
  
  

Project & Task Management

• Follow up on delegated tasks and projects to ensure progress and completion.
• Research, synthesize, and present information to assist in decision-making.
• Coordinate logistics for special projects, business events, and executive offsites.
  
  

Work Environment

• This role is a remote work position.
• May require occasional evening or weekend availability depending on the CEO’s schedule.
  
  

Compensation & Benefits

• Competitive salary commensurate with experience.
• Health, dental, vision, life, and supplemental insurance options for you and your dependents.
• 401(k) retirement plan with 6% employer match, immediately vested, and eligible for annual profit sharing.
• Generous paid time off for work/life balance: 2 weeks vacation, 10 company holidays, a winter shutdown week at the end of the year, and 2 weeks parental leave for maternity, paternity, or adoption.
• Opportunity to contribute to a growing, mission-driven small business with impact in the federal space.
  
  

Requirements

• Proven experience (5+ years) as an Executive Assistant, ideally supporting a C-level executive or business owner.
• Prior experience in or exposure to the government contracting environment is strongly preferred.
• Exceptional organizational skills and acute attention to detail.
• High emotional intelligence, professionalism, and discretion.
• Strong verbal and written communication skills.
• Ability to adapt quickly, manage competing priorities, and handle high-pressure situations with grace.
• Tech-savvy and proficient in Microsoft Office Suite, Google Workspace, and virtual collaboration tools.
• Ability to work independently, anticipate needs, and think two steps ahead.