Executive Assistant, CEO

📋 Description

• • As the Executive Assistant to the CEO at Tebra Inc., you will be the linchpin of operational efficiency and strategic support, playing a pivotal role in maximizing the CEO's effectiveness and ensuring the smooth functioning of the executive team.
• • This is a high-impact role where you will be entrusted with managing the CEO's most valuable asset: their time. Your primary responsibility will be to proactively and meticulously manage the CEO's complex schedule, ensuring that every commitment aligns with the company's strategic objectives and the leadership team's rhythm.
• • You will act as the primary gatekeeper and internal communications hub, expertly fielding, screening, and prioritizing all incoming correspondence, calls, and requests with the utmost professionalism, discretion, and exceptional communication skills.
• • A key aspect of your role will be to ensure the CEO is always fully prepared for every meeting and engagement. This involves anticipating needs, diligently gathering all necessary materials, and confirming logistical details well in advance, allowing the CEO to focus on high-impact priorities.
• • You will be instrumental in driving the company's Operating Rhythm, a critical system of meetings and events designed to propel execution. This includes the scheduling, coordination, documentation, and continuous improvement of this vital operational cadence.
• • Your responsibilities will extend to coordinating with the Board of Directors, the Executive Team, the Extended Leadership Team, and various staff members to orchestrate a comprehensive system of meetings and events. This encompasses crucial gatherings such as quarterly board meetings, quarterly business reviews (QBRs), executive offsites, monthly performance reviews, company-wide town hall meetings, and weekly executive team execution meetings.
• • You will take ownership of planning and executing monthly Town Halls, from designing the agenda and collecting content to managing slide presentations and overseeing day-of execution, ensuring a seamless and engaging experience for all attendees.
• • A significant part of your contribution will involve drafting and disseminating clear, concise communications and comprehensive recap emails for leadership and company-wide meetings, ensuring information flows effectively and action items are clearly defined.
• • You will be responsible for meticulous note-taking and diligent action-item tracking for all key executive and leadership meetings. Crucially, you will follow up with assigned owners to ensure accountability and drive progress on critical tasks.
• • You will play a supporting role in preparing and refining essential frameworks, presentation slides, document templates, and agendas used by the CEO and the leadership team in conjunction with these strategic events, contributing to a polished and professional output.
• • Maintaining organized shared folders, presentation decks, and templates for executive and leadership materials will be essential, ensuring version control and easy accessibility for the entire team.
• • The role also involves managing all logistical requirements for key board meetings, executive meetings, and leadership team gatherings. This includes venue selection, vendor coordination, catering arrangements, and on-site support to ensure these events run flawlessly.
• • You will coordinate Board meetings, whether in-person or virtual, meticulously managing schedules, catering, and all necessary meeting support to facilitate productive discussions.
• • Handling comprehensive domestic and international travel arrangements for the CEO will be a core duty, including creating detailed itineraries, booking flights and accommodations, and arranging ground transportation.
• • Accurate and confidential processing of expense reports, managing invoices, and tracking the CEO's office budget with a high degree of precision are critical components of this role.
• • While the role requires minimal domestic travel (approximately 4-6 times per year) for events like Executive Offsites, Sales Kickoff events, and President’s Clubs, flexibility to attend these events is highly valued. The candidate must be based in Orange County, CA.
• • You will serve as the primary point of contact for the Corona del Mar (CDM) Office, managing facilities, coordinating with vendors, overseeing building access, and handling basic maintenance coordination to ensure a well-functioning workspace.
• • Maintaining office supplies, snacks, drinks, and ensuring meeting hospitality are key to fostering a welcoming and productive environment.
• • You will support simple operational programs, such as internal amenity reservations and approvals for office equipment servicing.
• • On occasion, you will provide light personal support and administrative tasks for the CEO, enabling them to maximize their focus on core business objectives.
• • This role demands an individual with exceptional judgment, unwavering professionalism, and a proactive approach to problem-solving, acting as a trusted partner to the CEO and a vital support to the entire executive team.