Reports To: Chairman
FLSA Status: Exempt
Department: Administration
Location: Home Office
POSITION SUMMARY:
The Executive Assistant to the Chairman provides high-level operational, administrative, and personal support to the Chairman. This role acts as an extension of the Chairman by exercising independent judgment, coordinating decisions on matters of significance, prioritizing initiatives, and ensuring alignment between the Chairman’s priorities and organizational execution. The Executive Assistant manages sensitive information, represents the Chairman in internal and external communications, oversees cross-departmental coordination, manages personal matters for the Chairman, and drives follow-through on strategic initiatives.
This position is a blend of both administrative and personal support and requires the discretion, authority, and business acumen expected of an exempt-level, strategic business partner.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.
- Serve as a trusted advisor and operational partner to the Chairman, providing analysis, insight, and recommendations on key business initiatives.
- Exercise independent judgment to assess priorities, redirect tasks, and manage the Chairman’s commitments autonomously, without direct instruction.
- Make decisions on significant matters, including determining which issues require the Chairman’s attention versus those that can be resolved or delegated independently.
- Represent the Chairman in select meetings, communicating decisions, directives, and expectations on his behalf.
- Prepare briefing materials, executive summaries, and decision-support documents to facilitate high-level decision-making.
- Act as the Chairman’s liaison with senior leadership, ensuring alignment, accountability, and timely follow-up on strategic initiatives.
- Draft high-level correspondence, presentations, and messaging for internal and external audiences; respond to communications on behalf of the Chairman when appropriate.
- Build and maintain relationships with key stakeholders, customers, government officials, and strategic partners.
- Manage confidential information with discretion and oversight, ensuring all communication reflects organizational standards and strategic intent.
- Coordinate with finance, operations, people, and other departments to facilitate Chairman-level communication flow.
- Lead and manage select projects or initiatives as assigned by the Chairman, ensuring objectives, timelines, and deliverables are met.
- Track and monitor progress on company-wide priorities and ensure the Chairman is apprised of potential risks, issues, or action items.
- Drive accountability across departments by following up on commitments, action plans, and deliverables tied to the Chairman’s directives.
- Provide operational oversight for special initiatives such as acquisitions, key events, and strategic partnerships.
- Independently identify, prioritize, and resolve scheduling conflicts to maximize the Chairman’s impact and effectiveness.
- Evaluate the importance of meeting requests and determine the Chairman’s level of involvement or delegation.
- Coordinate high-level meetings and leadership gatherings with judgment regarding strategic importance and participant alignment.
- Review, evaluate, and approve expenditures and contracts aligned with Chairman-level initiatives.
- Manage budgets for Chairman-led programs, events, and strategic initiatives, exercising discretion in spending decisions.
- Negotiate with vendors, partners, and service providers on behalf of the Chairman.
- Serve as an early identifier of organizational issues, performance gaps, or operational risks and proactively recommend solutions.
- Provide insight and perspective to the Chairman on organizational dynamics, employee engagement trends, and leadership performance.
- Support the Chairman in guiding company culture by coordinating initiatives, messaging, and leadership alignment activities.
- Provide personal assistance to the Chairman in matters related to his residence, El Lobo Ranch, and other activities that support personal needs.
Perform additional duties based on qualifications, experience, and business needs.
