Executive Assistant - Remote

About the Role

The Executive Assistant to the Chief Executive Officer (CEO) provides high-level executive and administrative support, with primary responsibility for coordinating the CEO’s schedule, communications, priorities, and daily administrative activities.

Reporting directly to the CEO, the Executive Assistant works in person from the Honolulu office and provides virtual support while the CEO is traveling. This position serves as a trusted point of contact for internal and external stakeholders, manages competing priorities, facilitates communication, and ensures timely follow-through on executive matters.

The successful candidate will demonstrate exceptional organizational skills, discretion, sound judgment, and the ability to anticipate needs. As familiarity with the CEO’s priorities develops, the Executive Assistant is expected to progressively take on greater independent responsibility.

The role reflects CMD’s core values of Stewardship, Collaboration, and Professionalism, with an emphasis on accountability, integrity, and excellence.

Key Responsibilities

• Manage and maintain the CEO’s calendar, coordinating meetings, appointments, and commitments while prioritizing requests and protecting time for critical business activities.
• Serve as the primary point of contact and gatekeeper for the CEO, facilitating communication and coordinating access to the CEO’s time and attention.
• Oversee the CEO’s email inbox, review incoming correspondence, identify priorities, and draft or respond to communications within established guidelines and delegated authority.
• Evaluate incoming requests, independently resolve routine administrative matters when appropriate, and escalate issues requiring executive attention.
• Anticipate administrative needs, identify competing priorities, and implement solutions to support efficient daily operations.
• Coordinate domestic and international travel arrangements, including transportation, accommodations, itineraries, and related logistics.
• Prepare meeting agendas, presentations, correspondence, and supporting materials to ensure the CEO is prepared for scheduled commitments.
• Track outstanding requests, action items, and commitments, coordinating follow-up with relevant stakeholders.
• Act as a liaison between the CEO and internal departments, clients, business partners, vendors, and other external stakeholders.
• Maintain organized executive records, correspondence, and administrative systems to support efficient information management and retrieval.
• Coordinate general administrative operations of the Honolulu office, including office supplies, kitchen provisions, vendor relationships, and routine office needs.
• Handle sensitive business, financial, personnel, and executive information with confidentiality, discretion, and professionalism.
• Develop an understanding of the CEO’s working preferences, communication style, and business priorities to progressively assume greater autonomy.
• Support special projects and perform additional executive and administrative responsibilities as assigned.

Minimum Qualifications

• At least three years of progressively responsible executive or senior-level administrative support experience; five or more years preferred.
• Demonstrated experience supporting senior executives, preferably a CEO, President, or other C-suite leader.
• Exceptional organizational and time management skills, with the ability to manage competing priorities and deadlines.
• Excellent written and verbal communication skills, including the ability to prepare professional correspondence on behalf of executive leadership.
• Ability to exercise sound judgment, anticipate needs, and independently resolve administrative matters with minimal supervision.
• Proven ability to handle confidential and sensitive information with discretion and integrity.
• Strong interpersonal skills and the ability to communicate professionally with individuals at all organizational levels.
• Proficiency in Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to adapt to changing priorities, remain composed under pressure, and establish effective working relationships.

Preferred Qualifications

• Prior experience coordinating executive travel, managing complex calendars and communications, and overseeing office administrative functions.

Work Location and Schedule

• Location: Honolulu, HI
• Job Type: Full-Time
• Work Arrangement: On-site Monday through Thursday; remote on Friday, subject to executive scheduling and operational needs.
• The position requires in-person support from the Honolulu office and virtual support while the CEO is traveling.

Additional Requirements

• The successful candidate must execute a confidentiality agreement as a condition of employment.
• Employment is contingent upon successfully completing a pre-employment background check conducted in accordance with applicable federal, state, and local laws.

Compensation and Benefits

Annual Salary: $70,000–$100,000

• 401(k)
• 401(k) company contribution
• Dental insurance
• Vision insurance
• Flexible Spending Account (FSA)
• Health insurance
• Life insurance
• Paid time off (PTO)