Executive Personal Assistant

POSITION SUMMARY

The Executive Assistant to the CEO is a highly trusted professional responsible for providing comprehensive executive, administrative, and personal support to the Chief Executive Officer of Kings Service Solutions.

This position plays a key role in managing the CEO's schedule, coordinating executive communications, facilitating organizational priorities, and ensuring the efficient execution of daily business activities.

The Executive Assistant also provides direct support in planning and coordinating corporate events, executive engagements, business travel, and designated personal commitments, including accompanying the CEO to meetings, events, and professional functions as required.

The ideal candidate must demonstrate exceptional organizational abilities, professionalism, discretion, sound judgment, and a proactive approach to anticipating executive needs. This role requires the ability to manage multiple priorities independently while maintaining strict confidentiality and representing the CEO and the Company with the highest standards of integrity.

DUTIES AND RESPONSIBILITIES

1. Executive Administration and Calendar Management

• Provide high-level administrative and organizational support to the CEO in daily executive operations.
• Manage and prioritize the CEO's calendar, appointments, meetings, and professional commitments.
• Coordinate executive schedules, ensuring effective time management and alignment with business priorities.
• Screen, prioritize, and manage incoming correspondence, emails, telephone calls, and meeting requests.
• Draft and prepare executive correspondence, reports, presentations, and other business documentation.
• Maintain organized and secure electronic and physical records, including confidential executive files.
• Anticipate administrative needs, identify scheduling conflicts, and proactively implement appropriate solutions.

2. Executive Communications and Leadership Coordination

• Serve as the primary liaison between the CEO, executive leadership, department managers, employees, clients, and external business partners.
• Facilitate timely communication and coordination of executive instructions across departments.
• Follow up on assigned action items, deadlines, and pending matters to ensure timely completion.
• Prepare meeting agendas, briefing materials, and executive updates.
• Attend designated executive meetings, document key discussions and decisions, and communicate follow-up requirements.
• Escalate urgent or sensitive matters to the CEO while exercising appropriate professional judgment.
• Communicate on behalf of the CEO when specifically authorized, maintaining accuracy, professionalism, and discretion.

3. Corporate Events, Executive Engagements, and Accompaniment

• Plan, organize, and coordinate corporate events, executive meetings, conferences, business lunches, and special engagements.
• Oversee event preparations, including venue arrangements, reservations, vendor coordination, materials, and logistical requirements.
• Accompany the CEO to corporate events, business functions, conferences, and professional engagements as requested.
• Provide direct, on-site assistance to the CEO before, during, and after events, ensuring smooth execution and immediate support.
• Prepare presentations, guest information, schedules, and other materials necessary for the CEO's participation.
• Assist with guest reception, executive introductions, and coordination of interactions with clients and business partners.
• Address unexpected logistical issues and coordinate necessary adjustments during events.
• Manage post-event correspondence and follow-up activities.
• Maintain availability for evening, weekend, or off-site engagements when required, in accordance with Company policies and applicable law.

4. Business Travel and Personal Assistance

• Arrange domestic and international business travel, including flights, accommodations, transportation, itineraries, and reservations.
• Coordinate designated personal appointments, commitments, travel arrangements, and special occasions for the CEO.
• Assist with authorized personal errands, reservations, and administrative matters.
• Communicate with approved personal service providers and vendors to coordinate requested services.
• Manage changes to travel plans or personal schedules and resolve related logistical matters.
• Maintain strict discretion and confidentiality regarding the CEO's personal and family-related information.
• Ensure personal assistance responsibilities are performed within the scope authorized by the CEO and the Company.

5. Executive Projects and Operational Follow-Up

• Provide administrative and coordination support for special projects, strategic initiatives, and executive assignments.
• Monitor project timelines, outstanding deliverables, and action items assigned by the CEO.
• Request and consolidate information, reports, and updates from department leaders for executive review.
• Organize and summarize relevant operational information to support the CEO's decision-making process.
• Identify potential administrative delays or coordination issues and recommend appropriate solutions.
• Assist in implementing executive directives and tracking progress across departments without assuming departmental management authority unless expressly delegated.

6. Confidentiality, Professional Conduct, and Compliance

• Safeguard confidential corporate, financial, operational, employee, client, and executive information.
• Exercise sound judgment when handling sensitive communications and restricted business matters.
• Maintain professional and respectful relationships with all internal and external stakeholders.
• Demonstrate reliability, accountability, adaptability, and discretion in all assigned responsibilities.
• Comply with Company policies, confidentiality agreements, security protocols, and applicable regulations.
• Maintain appropriate professional boundaries and represent Kings Service Solutions positively in all business interactions.

EDUCATION AND EXPERIENCE

• Associate's or Bachelor's Degree in Business Administration, Management, Communications, or a related field preferred.
• Minimum of three (3) years of experience in an Executive Assistant, Senior Administrative Assistant, or comparable executive support position.
• Previous experience directly supporting a CEO, President, or senior-level executive strongly preferred.
• Demonstrated experience managing executive calendars, confidential communications, business travel, and professional engagements.
• Experience coordinating corporate events and supporting executive-level projects preferred.
• An equivalent combination of education, training, and relevant professional experience will be considered.

REQUIRED SKILLS AND QUALIFICATIONS

• Exceptional organizational, prioritization, and time-management skills.
• Excellent written and verbal communication skills.
• Strong professional presence and interpersonal abilities.
• High level of integrity, confidentiality, discretion, and sound judgment.
• Ability to work independently, anticipate needs, and take appropriate initiative.
• Strong problem-solving skills and attention to detail.
• Ability to manage multiple assignments and meet deadlines in a fast-paced environment.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Familiarity with electronic scheduling, document management, and virtual meeting platforms.
• Strong coordination and event-management capabilities.
• Ability to interact professionally with executive leadership, employees, clients, and external business partners.
• Flexibility to accommodate changing executive priorities and business requirements.
• Bilingual proficiency in English and Spanish strongly preferred.

PHYSICAL REQUIREMENTS AND WORK ENVIRONMENT

• Ability to perform essential duties in a professional office environment and at designated off-site business locations.
• Ability to sit, stand, and move throughout the workday, with opportunities to change positions.
• Frequent use of computers, telephones, and standard office equipment.
• Ability to communicate effectively in person, by telephone, and through virtual platforms.
• Occasional lifting or carrying of office materials weighing up to 15 pounds.
• Ability to attend business meetings, corporate events, and professional engagements at various locations.
• Ability to travel as reasonably required by the position.
• Flexibility to work adjusted schedules, evenings, or weekends when necessary for executive commitments, subject to applicable employment laws.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

PROFESSIONAL EXPECTATIONS

The Executive Assistant to the CEO is expected to demonstrate a high degree of professionalism, initiative, discretion, and accountability.

The individual must be capable of anticipating the CEO's needs, maintaining efficient executive operations, exercising sound judgment, and providing dependable support in both corporate and designated personal matters.

Success in this role requires exceptional attention to detail, strong organizational discipline, effective communication, and the ability to adapt to evolving priorities while maintaining the highest standards of confidentiality and professional conduct.

ADDITIONAL DUTIES AND RESPONSIBILITIES

This job description outlines the general duties, responsibilities, and qualifications associated with the position. It is not intended to represent an exhaustive list of all tasks that may be assigned.

Kings Service Solutions reserves the right to modify or reassign responsibilities based on operational requirements and business needs, consistent with applicable law.

Pay: $25.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person