Executive Assistant to the CEO and Associate Chief of Staff

Essential Duties & Responsibilities:

The Executive Assistant to the CEO and Associate Chief of Staff is a strategic partner to the CEO and Executive Leadership Team and the operational hub of the corporate office. Operating with a high degree of autonomy, this role anticipates needs before they surface, connects work across departments, and turns leadership priorities into executed outcomes, from Board of Directors meetings and strategy sessions to company-wide communications, employee engagement, and process improvement. The role leads administrative staff, owns key corporate budgets and vendor relationships, and serves as a trusted liaison to the Board, the Executive Leadership Team, and external partners. The ideal candidate is a proactive, resourceful problem-solver who exercises sound judgment, handles highly confidential information with discretion, and keeps the business moving across competing priorities.

Strategic Partnership & Executive Support

• Serve as a strategic partner to the CEO and Executive Leadership Team, anticipating needs, identifying gaps, and driving priorities and follow-through across the leadership team.
• Act as the central connection point between the Executive Leadership Team, departments, and internal/external stakeholders, ensuring information, decisions, and action items move across the organization.
• Lead the preparation of executive-level presentations, reports, and briefing materials, synthesizing input from multiple teams into polished, decision-ready deliverables.
• Draft and edit executive communications on behalf of the CEO and Executive Leadership Team.
• Manage Executive Leadership Team calendars, meeting preparation, correspondence, and follow-up actions, ensuring alignment of priorities and efficient use of leadership time.
• Coordinate, schedule, and facilitate internal and external meetings, leadership off-sites, strategy sessions, and client engagements, including agendas, pre-work, and materials.
• Coordinate domestic and international travel, including flights, accommodations, and itineraries.
• Handle highly confidential and sensitive information, including executive, board, personnel, and financial matters, with discretion and sound judgment.
• Coordinate executive signature routing and help maintain corporate records as needed.
• When assigned, serve as the point person when an executive is unexpectedly unavailable, managing their calendar, inbox, and internal and external communications.

Board of Directors Support

• Serve as the primary point of contact for Board of Directors meeting logistics and communications, partnering closely with the CEO.
• Coordinate the development of quarterly Board materials, collecting content from executive and department leaders and building the board deck and agenda.
• Record and prepare Board meeting minutes and track resulting action items.
• Plan and execute Board meetings, strategy sessions, site visits, and related events, including venue and hotel contracts, room blocks, dinners, and attendee communications.

Strategic Projects & Operational Leadership

• Lead cross-functional projects on behalf of the CEO and Executive Leadership Team from concept through completion, such as facility searches, new program rollouts, and corporate contract renewals.
• Establish and run the operating rhythm for cross-functional working groups, including meeting cadence, prep and debrief templates, and facilitation.
• Proactively identify operational gaps and inefficiencies, then design and implement the systems, tools, and processes to solve them.
• Analyze vendor quotes, contracts, and terms, and make recommendations that balance cost, risk, and business needs.
• Partner with outside consultants, brokers, and advisors to advance company initiatives.
• Partner with outside brand advisors and Marketing on company rebrand and culture initiatives.
• Integrate acquired companies, including the UK business, into Executive Leadership Team, Board, and company programs.
• Support a workforce across four companies on separate Microsoft environments, building workarounds for cross-company communications and processes.
• Partner with Marketing on corporate sponsorships, charitable giving, and industry memberships.
• Step in to provide interim coverage when critical roles or functions are open, building the tools and workflows needed to keep work moving.

Internal Communications & Employee Engagement

• Own internal communications, including the LAUNCHPoint newsletter and company-wide announcements, partnering with Marketing to ensure brand-consistent messaging.
• Lead governance of the company intranet, including the governance framework, review cadence, and partnership with departmental site owners to keep content current and accurate.
• Design and lead employee recognition and engagement programs, including the Annual Awards and the recognition card program (peer-to-peer and manager recognitions, biweekly digest, and prize drawings).
• Lead engagement for remote employees, including e-gift cards and mailed recognition cards.
• Oversee recurring office engagement events, such as weekly breakfasts and monthly catered lunches.
• Manage the Employee Appreciation budget; advise managers on how to effectively spend their budgets for maximum employee engagement.

Office & Administrative Management

• Lead, develop, and manage administrative staff, setting priorities and supporting their growth.
• Oversee day-to-day office operations to ensure a professional, efficient, and welcoming environment.
• Support operational needs at LAUNCH's remote locations, including equipment, vendor, and site event coordination.
• Manage office technology, including copiers and conference room AV, partnering with the managed IT services provider.
• Oversee administrative support activities, including expense report processing, office supplies, vendor relationships, and facilities management.
• Develop and implement office policies, procedures, and best practices to improve efficiency.
• Partner with the Chief Human Resources & Risk Officer to create and maintain the office budget and related corporate budgets (e.g., equipment leases and logo wear).

Event & Travel Management

• Plan and execute company events, including ELT and companywide meetings, the holiday party and awards celebration, the summer outing, and incentive and awards trips with group travel.
• Own event logistics, budgets, vendor contracts, and communications.
• Develop and manage travel policies and ensure compliance across the organization.
• Administer the online booking tool and manage the travel agency relationship, reviewing vendors for cost-effectiveness and benefits.
• Negotiate corporate hotel and rental car rates.
• Oversee booking and payment for travelers without company cards (temporary and field workers).
• Serve as the escalation point for travel issues for administrative staff.
• Other duties as assigned.

Qualifications:

• Bachelor's degree in business, communications, or a related field, or equivalent experience.
• 7+ years of executive support or operations experience with C-suite leaders, including 2+ years supervising staff.
• Experience supporting a Board of Directors, including materials and minutes.
• Experience managing budgets, vendor contracts, company events, and group travel.

Skills & Competencies:

• Sound judgment and discretion with highly confidential information.
• Proactive problem-solver who works independently and anticipates needs.
• Excellent written communication, including executive- and Board-level materials.
• Advanced proficiency in Microsoft 365.
• Strong project management skills and the ability to build trusted relationships at every level.
• Ability to travel appr