Job Description

• Collect, organize, and distribute agendas, background materials, and briefing packets for internal and external meetings well in advance, ensuring the CEO has adequate time to review and prepare. *
• Act as a primary point of contact, gatekeeper, and trusted proxy for the CEO, exercising independent judgment to triage requests, manage competing priorities, and protect the CEO’s time and bandwidth. *
• Exercise delegated decision-making authority on routine operational and administrative matters on behalf of the CEO, escalating issues appropriately based on strategic significance, organizational impact, and urgency.
• Ensure the CEO is fully prepared for all upcoming meetings, presentations, and decisions; proactively compile and distribute agendas, meeting materials, background information, and briefing documents well in advance to allow adequate preparation time. *
• Manage the CEO’s calendar, appointments, meetings, and travel arrangements; coordinate logistics and ensure all materials are prepared in advance. *
• Maintain a weekly and monthly view of the CEO’s schedule to anticipate needs and resolve conflicts proactively.
• Ensure that all travel information, including itineraries and reimbursements, is accurately documented and added to the CEO’s calendar. *
• Maintain the CEO’s contact database and ensure timely updates.

• Respond to general inquiries with efficiency and tact, ensuring high-quality customer service.

• Manage the CEO’s strategic agenda, including identifying agenda items, setting meeting cadences with the senior leadership team, and tracking follow-through on organizational commitments.*
• Drive follow-through and accountability on CEO-directed priorities and decisions, ensuring leadership team members are aligned, informed, and executing on agreed-upon actions. *
• Draft, review, and refine internal communications, memos, and announcements on behalf of the CEO to ensure consistent messaging and organizational alignment. *
• Help shape executive messaging, briefing narratives and organizational communications to ensure clarity, consistency and alignment with organizational priorities and leadership objectives.
• Facilitate information flow between the CEO’s Office, departments, and external partners, ensuring clear and timely communication. *
• Coordinate with other Executive Assistants and department staff to align schedules, priorities, and deliverables. *
• Assist with drafting and editing communications that reflect the CEO’s voice and direction. *

• Serve as a strategic thought partner to the CEO, helping translate organizational vision into actionable priorities and operational plans. *
• Lead and manage high-priority cross-functional projects on behalf of the CEO, driving accountability and ensuring timely delivery of outcomes. *
• Identify and escalate organizational issues, bottlenecks, and risks to the CEO; recommend solutions and facilitate resolution across departments. *
• Support Managing Director with Executive Assistant team management tasks as required.
• Support the CEO in managing departmental priorities, strategic initiatives, and special projects. *
• Track progress of department goals, metrics, and deliverables, ensuring timely completion. *
• Support planning and execution of CEO-led events, retreats, and initiatives in coordination with the Events and Social Responsibility Team. *

• Support the annual planning process, including goal-setting and tracking of organizational performance against strategic objectives. *
• Manage invoice tracking, AMEX reconciliation, and contract request forms (CRFs). *
• Coordinate expense processing, travel reimbursements, and timely routing of documents for signature and filing. *
• Maintain accurate records of departmental budgets, contracts, and procurement activities. *
• Liaise with Finance and Accounting teams to ensure proper expense allocation and compliance. *
• Assist in monitoring and reporting on financial performance metrics relevant to CEO initiatives. *

• Represent the CEO and Truth Initiative with professionalism and diplomacy in all internal and external interactions. *
• Build and maintain trusted working relationship with Board members, senior leadership, external partners and cross-functional stakeholder to facilitate alignment, responsiveness, and effective decision-making.
• Provide hospitality and logistical support for meetings, visitors, and special events. *

• Manage and prioritize incoming communications, inquiries, and requests to the CEO’s Office, ensuring timely responsiveness, appropriate escalation and strategic prioritization.
• Represent the CEO’s office with professionalism and diplomacy.
• Coordinate logistics for visitors, board members, and external partners.*
• Build strong relationships across departments to facilitate collaboration.

• Maintain organized digital and physical filing systems for the CEO’s Office in compliance with record retention policies. *
• Create and manage digital filing structures, email folders, and rules for efficiency. *
• Keep the CEO’s workspace and office area organized, professional, and clutter-free. *
• Oversee office supply needs and assist with resource management. *
• Provide backup support to other Executive Assistants as needed.

• Coordinate all Board-related travel, transportation, and expense reimbursements using Concur travel and expense platform. *
• Assist in the management and administration of the Board portal (Diligent), including uploading meeting materials, maintaining document libraries, managing user access, and ensuring timely distribution of Board packages. *
• Serve as the main administrative contact between the CEO’s Office and the Board of Directors. *
• Collaborate with the Managing Director of Board Relations, Executive Operations, and Risk to coordinate Board-related logistics and communication. *
• Prepare and distribute Board correspondence, meeting materials, and follow-up documentation. *
• Ensure timely submission of Board deliverables, records, and meeting updates. *

• Advanced proficiency in AI productivity tools (e.g., ChatGPT, Claude, Microsoft Copilot) with demonstrated ability to leverage AI to streamline executive workflows, draft communications, synthesize research, and automate routine tasks. *
• Identify opportunities to redesign executive office workflows, communication processes, and knowledge management practices through emerging technologies.
• Experience using AI-powered tools for document summarization, meeting transcription, action item tracking, and briefing preparation (e.g., Zoom AI, or equivalent platforms). *
• Ability to evaluate, adopt, and train CEO & Managing Director  on emerging technology platforms and AI tools as organizational needs evolve; comfort experimenting with new digital solutions. *
• Proficiency in advanced features of Microsoft 365 (Power Automate, SharePoint, Teams integrations, Excel data analysis) and project management platforms (Monday.com  or equivalent). *
• Understanding of data privacy, responsible AI use, and cybersecurity best practices as they relate to executive-level information and organizational confidentiality. *

• Bachelor’s degree required; 5+ years of experience supporting senior executive leadership.
• Strong understanding of the use of AI for workplace application scenarios.
• Demonstrated ability to perform and prioritize multiple tasks seamlessly, with strong attention to detail and follow-through.
• Proactive problem-solving skills with the confidence to take initiative and anticipate leadership needs.
• Excellent communication, interpersonal, and relationship-building skills.
• Proficiency in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and familiarity with AI tools and collaboration platforms (Zoom, DocuSign, project management systems).
• Technologically savvy, able to troubleshoot smartphones, tablets, and laptops.
• Ability to handle ambiguity, maintain composure under pressure, and exercise sound judgment.
• Strong discretion in handling confidential information.