Executive Assistant to CEO - Travel & Calendar

We're seeking a meticulous and highly responsive Executive Assistant to CEO of large trading company, with a hyper focus on executive Travel & Calendar management. This role is dedicated to ensuring seamless, efficient, and proactive management of all travel booking, coordination and calendar management, with an unwavering focus on accuracy, responsiveness and precision. We require the candidate to have extensive experience booking complex travel independently (often without travel agent support), experienced in both commercial and private coordination and can anticipate logistical challenges before they arise, and thrives in a fast-paced executive environment.
Calendar Management

• Manage and update the CEO's calendar daily, ensuring zero conflicts and appropriate lead/travel time.
• Schedule internal and external meetings, conference calls, and events with high attention to time zones and logistical flow.
• Register the CEO for conferences and manage end-to-end logistics including accommodations, transportation, and access credentials.
• Anticipate calendar needs and proactively suggest adjustments for efficiency and wellness (e.g. rest periods, travel recovery time).

Travel Management

• Book complex multi-city commercial and private travel with precision, balancing cost, convenience, and efficiency.
• Monitor flights in real-time and proactively communicate gate changes, delays, weather issues, or cancellations, providing immediate alternatives when needed.
• Prepare and send detailed travel briefings, including boarding passes, confirmations, and key trip notes.
• Ensure all ground transportation, hotel stays, rental cars, and dining reservations are confirmed and seamlessly coordinated.
• Track and manage all travel credits and loyalty programs to ensure maximum value and usage before expiration.

Execution & Foresight

• Think several steps ahead to identify and resolve scheduling or travel conflicts before they occur.
• Keep all records, confirmations, and changes well-organized and accessible at all times.
• Be available during off-hours during travel or in times of urgent need.
• Ad hoc projects and administrative tasks not limited to the responsibilities above.

Qualifications

• Minimum 5 years of experience as an executive or personal assistant in a high-demand environment.
• Proven experience supporting the C-suite.
• Superior organizational skills with meticulous attention to detail.
• Strong written and verbal communication abilities.
• Proficiency in managing complex calendars and travel arrangements.
• Adept at using technology, including solid proficiency with Microsoft Excel.
• Ability to anticipate needs, think critically, and offer solutions with minimal supervision.
• Demonstrates flexibility, resourcefulness, and a proactive attitude.

• Fully paid medical, dental, and vision coverage for employees.
• Company-paid life and disability insurance to ensure peace of mind.
• A 401(k) plan with company match to support your financial goals.
• Daily catered lunches and a fully stocked breakroom for your convenience and enjoyment.
• Opportunities for growth within a company experiencing hyper-growth.
• Base Salary: $100,000 – $150,000+ (Dependent on Experience).