Overview
Executive Assistant to CEO Jobs in United States at Swooped
Swooped is a Talent Platform (not a staffing agency). We are not the employer for this role and do not make hiring decisions. Clicking "Apply" takes you to Swooped to review the role and hiring company details.
About the Opportunity
The organization is a fully integrated talent management consultancy serving large, global companies. It provides services that include talent and organization strategy, culture and change management, leadership assessment and development, and executive search. Everything it does is forward-looking and focused on creating modern organizations, leadership teams, and leaders. The organization operates on a remote-first basis with employees across the United States and Europe.
As part of its embedded purpose to change lives for the better, it donates 10% of its annual profits to charities that support youth and education to develop the talent of tomorrow. Unlike traditional consultancies, its world-class team with diverse expertise considers both the who and the how, integrating end-to-end talent and organizational capabilities to design future-ready leaders and systems.
This role is pivotal to the CEO’s success and the success of the firm. The EA to the Office of the CEO will connect the dots, orchestrate the seamless execution of multiple operational details and ensures the CEO is able to address his most critical priorities on an ongoing basis. The Office of the CEO is comprised of the CEO, the Operations Leadership Team and will regularly include the Chief Experience Officer and Chief Financial Officer as party to strategic projects and initiatives.
Key Responsibilities
- Calendar and Email Management: Schedules high volume of meetings and provides context, knows how to prioritize requests, and monitors high-volume email with discretion and confidentiality. Will also be able to answer emails on behalf of the CEO when appropriate.
- Business Development Support: Track, coordinate, and proactively follow up on business development meetings, ensuring timely action on key opportunities, maintaining accurate records, and facilitating communication between stakeholders to drive pipeline progress.
- Travel Coordination: Manage complex, high-volume domestic and international travel arrangements, including itinerary planning, logistics coordination, and real-time adjustments to ensure seamless executive travel experiences.
- Operations Leadership Team Management: Provide comprehensive administrative support to senior leadership, including calendar management, cross-functional coordination, meeting prioritization, and proactive resolution of scheduling conflicts across a dynamic executive team.
- Stakeholder Management: Successfully builds positive and trusting relationships with internal stakeholders, clients, and candidates.
- Personal Requests: Occasionally assists with coordinating personal tasks including appointments or trips.
Knowledge Needed for the Role
- Business Development Processes: Familiarity with pipeline management, client engagement cycles, and disciplined follow-up to drive opportunities forward.
- Calendar Management: Understanding of complex scheduling across competing priorities, multiple stakeholders, and time zones.
- Executive Travel Strategy: Understanding of how to plan travel that maximizes efficiency, productivity, and contingency readiness.
Skills Needed for the Role
- Excellent Written and Verbal Communication: Ability to communicate with a diverse audience in a professional and timely way. Detail-oriented, but succinct with the ability to accommodate stakeholder preferences.
- Organization, Tracking & Planning: Ability to help organize and track multiple workstreams, projects, and tasks while prioritizing execution and communication to all stakeholders including event management.
- Problem Solving: Defining and analyzing a problem, developing solution options, and selecting a course of action.
- Business Systems & Tools: Proficiency with core technologies including Microsoft Office Suite, CRM platforms, and applicant tracking systems (ATS).
Attributes Needed for the Role
- Discretion and maturity: Requires high sensitivity and caution with reviewing, sharing, and responding to inquiries of information. Ability to remain professional, trustworthy, rational, and balanced, while taking self-interest, preferences, or emotions out of the equation.
- Adaptability: Ability to navigate ambiguity and adapt quickly in fast-changing situations. Flexibility to manage shifting priorities while maintaining productivity. Creative solutions finder.
- Drive and curiosity: A team player who thrives in a collaborative, remote-first environment and values exchanging ideas and insights with colleagues.
- Attention to detail: Committed to delivering high-quality work with meticulous attention to detail, ensuring accuracy in all aspects of your tasks.
- Growth Mindset/Resiliency: Openness to feedback and a desire for continuous improvement. Ability to reflect on past experiences and apply lessons learned to new challenges.
Experiences Needed for the Role
- Educational Background: Bachelor’s degree in business, social science, finance, data science or equivalent.
- Work Experience: Previous relevant experience, e.g., administrative, executive, or sales support roles in professional services organizations.
- Quick Learner re: Office Tools/Technology: Able to quickly master the use of new technology tools to get things done.
Why This Role?
- Purpose-Driven Work: Join a team that is committed to Diversity, Equity, and Inclusion (DEI) and gives back to the community by donating 10% of annual profits to support underserved youth and educational opportunities.
- Impactful Projects: Contribute to meaningful projects that positively impact clients’ organizations, communities, and the development of diverse leaders.
- Professional Growth: Gain exposure to various aspects of the business, with opportunities for mentorship, leadership development, and career advancement.
- Comprehensive Benefits: Enjoy a robust benefits package, including medical, dental, and vision insurance, along with a 401(k) match.
- Flexibility & Balance: Benefit from a flexible remote work environment, paid parental leave, and an office setup stipend to support your work-from-home needs.
Our Values
- Be Bold: Think strategically, seeing implications and creative paths. Innovates commercially – seeks to understand client perspective to drive impact. Innovates internally – seeks to improve processes, procedures, and technology used within and across their teams.
- Be Excellent: Deliver client ready work, with attention to detail, raising the bar of expectations within the team and with data integrity to include the use of all company tools and systems. Motivated by excellence to the benefit of clients and the firm.
- Be United: Be an inclusive ‘team player,’ willing to support, develop and ‘go the extra mile’ to deliver impact with others. Proactively develops trusting relationships both within and outside the firm.
- Be Authentic: Demonstrate awareness, coachability and a desire to grow with continuous improvement. Motivated by a personal purpose aligned with the firm’s mission and values. Is accountable for delivery of client ready work.
The compensation range for this salary exempt role is $100,000 -$115,000 depending on experience with a 10% annual target bonus.
The hiring organization is dedicated to creating an inclusive environment for everyone, regardless of ethnicity, religion, color, sexual orientation, gender identity, race, national origin, age, disability status, veteran or military status or care-giver status.
Title: Executive Assistant to CEO
Company: Swooped
Location: United States
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