Executive Administrative Assistant to the CEO

Eyesight Ophthalmic Services•Portsmouth, NH

About The Position

The Executive Administrative Assistant to the CEO provides high level administrative, operational, and communication support to the Chief Executive Officer. This role functions as a strategic partner to the CEO—anticipating needs, managing priorities, coordinating communications, and ensuring follow through on key initiatives. The Executive Administrative Assistant serves as a trusted liaison between the CEO and internal leaders, external partners, and vendors, while maintaining discretion and professionalism at all times

Requirements

Proven experience supporting a senior executive or leadership team in a complex, fast paced environment
Exceptional written communication skills, with the ability to draft and edit executive level correspondence
Strong organizational skills and attention to detail
High degree of discretion, professionalism, and judgment
Proficiency with Microsoft 365 tools (Outlook, Teams, Planner, Word)

Nice To Haves

Experience in healthcare, multi site operations, or professional services environments
Ability to anticipate executive needs and proactively solve problems
Comfort managing competing priorities and frequent context switching

Responsibilities

Manage and optimize the CEO’s calendar, including prioritizing meetings, resolving scheduling conflicts, and proactively suggesting adjustments as demands shift.
Coordinate one on one meetings, leadership meetings, and recurring operational meetings on behalf of the CEO.
Act as a gatekeeper for the CEO’s time, balancing accessibility with focus and efficiency.
Draft, edit, and refine emails, updates, and formal communications for the CEO, tailoring tone and content for different audiences (e.g., leadership, partners, external stakeholders).
Prepare and manage multiple versions of communications (e.g., partner vs. leadership messaging) and incorporate CEO feedback prior to distribution.
Ensure clarity, accuracy, and consistency in CEO communications, often preparing materials for review before sending.
Track tasks, action items, and follow ups for CEO led initiatives using Microsoft Planner and other tools; assign and monitor tasks as appropriate.
Support operational projects by coordinating information, communicating updates, and following up with internal teams and external partners.
Assist with preparation for planning sessions, leadership meetings, and operational reviews by organizing pre work, materials, and timelines.
Serve as a primary point of contact between the CEO and internal leaders, responding to inquiries, coordinating next steps, and ensuring timely communication.
Interface with external vendors, consultants, and partners on behalf of the CEO, including gathering information and drafting correspondence.
Support relationship continuity by tracking context, decisions, and prior communications relevant to ongoing initiatives.
Prepare documents, print materials, and organize files at the CEO’s request.
Respond quickly to ad hoc requests, often shifting priorities in a fast paced environment.
Maintain confidentiality and discretion when handling sensitive information and executive matters.