Job Description

POSITION SUMMARY

The Senior Executive Assistant serves as a trusted partner to the CEO, providing high-level administrative support while ensuring seamless coordination of executive operations. Key responsibilities include managing complex scheduling, coordinating CEO travel, copy editing executive communications, and preparing keynote presentations for high-profile events. The role also involves tracking and reconciling multiple budgets, compiling critical reports, and maintaining executive correspondence. A deep understanding of corporate initiatives and key stakeholders is essential to prioritize tasks effectively. This role acts as the primary liaison to the Gridiron Board of Directors, managing board meetings, travel logistics, and expense processing. Additionally, the Senior Executive Assistant leads a team of two administrative professionals, overseeing their workflow and development.

THE COMPANY

Vistage is the world’s largest CEO coaching and peer advisory organization for small and midsize business (SMB) leaders. We offer the most effective approach for SMB enterprises to achieve better results and grow faster and for SMB leaders to maximize their impact.

The 45,000+ members we serve are CEOs, owners and executives of SMB organizations located across the US and in 40 counties worldwide. These SMB executives spend a day or more with Vistage every month, immersing themselves in our comprehensive platform to become better leaders, make better decisions and get better results. Our platform features three core elements: valuable perspectives from a trusted group of peers, professional guidance and meeting facilitation from an accomplished business leader (the Chair), as well as deep insights from subject matter experts.

Vistage was founded more than 65 years ago, and we’ve grown every year since then by innovating to stay on the cutting edge of business and relentlessly delivering value to our members. Our success is demonstrated by Vistage member companies growing 2.2 times faster than non-Vistage peer companies. Learn more about us at

VISTAGE EMPLOYEE LIFE

Vistage’s success is anchored by a unique culture that reinforces employee commitment to the Vistage mission. It is a spirit of collective success and achievement which is also reflected in our workplace. Here’s a sample of the employee experience that helps drive our success:

Welcome to our home. Our US headquarters sits in the heart of San Diego’s UTC area. It features an open, modern aesthetic with lots of collaboration spaces and opportunities to interact with co-workers. We stay fueled up with free snacks and a weekly free lunch day, along with free lattes and nitro cold brew coffee on tap! From our San Diego base, we collaborate with colleagues based across the country and around the world.

We sweat the details. Our on-site gym is decked out with Peloton bikes and other top-tier fitness equipment to keep your workout challenging and fresh. Our campus also offers access to an additional gym, volleyball courts, and a scenic office park, perfect for getting in those midday steps!

We invest in your career. Each employee has an actionable career progression plan developed through individual collaboration with their manager. We focus on promoting from within, and employee progression plans are complemented by all-staff development days held in our state-of-the-art learning center. Employees also have access to tons of individualized development resources and a generous tuition reimbursement program.

We invest in you. Our employee benefits program is one of the most generous you’ll find. Fully-paid healthcare is provided for employees through Anthem Blue Cross, along with access to company-subsidized dental, vision, and life insurance coverage available to employees at very low rates. Take care of your financial future with eligibility for 401(k) matching funds after your first month as an employee. Use the free individual investment counseling we provide to help you grow the money you’ve saved. You’ll also start with 16 days of paid time off + 12 paid holidays per year to allow you to relax and recharge; employees receive additional annual paid days off based on tenure.

We keep it fun! Whether you’re with us in the Padres luxury suite enjoying our summer baseball outing, unwinding during an employee happy hour, or toasting your co-workers at our epic annual holiday party, you’ll see that we take having fun as seriously as helping our members succeed! The office vibe is business casual with flexible schedules and the freedom to work from home three days per if you so choose! We value mutual respect and laughter . . . we hate stiff formality. You’ll have regular access to Vistage executives—our CEO even buys everyone doughnuts to fuel his informal employee chats!

Vistage’s culture and sense of mission drive employee loyalty: more than half of our staff has been with the company for five years or longer. Are you ready to start your Vistage journey?

RESPONSIBILITIES:

• Serve as a trusted strategic partner to the CEO, ensuring seamless coordination of executive operations.
• Act as the primary liaison to the Gridiron Board of Directors, managing board materials, scheduling quarterly meetings, coordinating travel (air, hotel, car) for external board members, and processing expenses.
• Lead and manage two direct reports, overseeing their workflow and professional development.
• Coordinate CEO travel for San Diego visits, including flights, accommodations, transportation, meetings, and team events.
• Proofread and edit all CEO communications to members, Chairs, and staff, ensuring clarity, professionalism, and consistency.
• Develop keynote presentations for high-profile events, such as ChairWorld.
• Compile monthly Chair video content, including performance statistics and anniversaries.
• Manage and reconcile five budgets, collaborating with finance for monthly reporting.
• Draft and distribute Chair Emeritus letters on behalf of the CEO.
• Maintain and update CEO-related content on internal platforms (e.g., MyVistage’s "The Bridge") and public sites (e.g., Vistage.com/about/ELT).
• Monitor the CEO’s email inbox (@CEO), directing inquiries to the appropriate teams for response.
• Maintain and update executive email distribution lists (_ELT).
• Handle confidential information with discretion and a deep understanding of corporate priorities, relationships, and objectives.

QUALIFICATIONS

• Bachelor’s degree or equivalent experience required.
• Minimum 5 years of experience supporting C-suite executives, with a proven ability to handle high-level administrative responsibilities.
• Strong professional presence, with the ability to build credibility with senior leadership, staff, Chairs, and external stakeholders.
• Exceptional time management and prioritization skills, with the ability to work independently under minimal supervision.
• Strong verbal and written communication skills, including professional phone etiquette, executive-level correspondence, and presentation preparation.
• Proactive self-starter with strong attention to detail, problem-solving skills, and the ability to manage multiple projects simultaneously.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Experience with meeting and event planning is a plus.

TOTAL COMPENSATION RANGE

$90,000 - $105,000 Salary + Corporate Bonus (salary based in San Diego, CA)

JOB LOCATION

Hybrid in San Diego; onsite and offsite days will fluctuate depending on Executives schedule.

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