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Executive Assistant to Chief Executive Officer (Atlanta)
Executive Assistant to Chief Executive Officer (Atlanta)Lynn Smith Media & Communications • Atlanta, GA, United States
Executive Assistant to Chief Executive Officer (Atlanta)

Executive Assistant to Chief Executive Officer (Atlanta)

Lynn Smith Media & Communications • Atlanta, GA, United States
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Position Overview

The Executive Assistant to the CEO is a strategic partner responsible for providing comprehensive executive support while managing critical operational functions that drive organizational efficiency and client satisfaction. This role serves as the right hand to the CEO (Lynn), managing all aspects of her professional schedule, travel, and communications while ensuring seamless delivery of services to clients.

This is a highly client-facing role requiring exceptional communication skills and responsiveness. You will serve as the liaison between the CEO, clients, and the broader team, ensuring nothing falls through the cracks.

Key Responsibilities Executive Support & Coordination

  • Support the CEO in development and launch of new programs and service offerings
  • Manage special projects as assigned by the CEO

Calendar & Schedule Management

  • Serve as the gatekeeper for the CEO's calendar, managing all appointments, meetings, and commitments
  • Proactively identify scheduling conflicts and resolve them with minimal disruption
  • Schedule and coordinate all client media appearances, ensuring they are tracked and oversight requirements
  • Maintain visibility of all upcoming commitments and prepare the CEO with necessary briefing materials
  • Monitor calendar for strategic time blocking to ensure the CEO has adequate preparation and focus time

    • Email Monitoring

  • When I ask you to and I am in meetings for more than 2 hours, I will ask you to monitor my inbox for urgent matters requiring immediate attention and notify me.

    • Travel Coordination & Logistics

  • Book all travel arrangements including flights, accommodations, ground transportation, and dining reservations
  • Create detailed itineraries with confirmations, addresses, and contact information
  • Track all travel expenses and coordinate with bookkeeping for accurate financial records
  • Anticipate travel needs and proactively handle changes or complications
  • Add all travel to calendar with complete details and backup plans

    • Client Relations & Media Coordination (Client-Facing)

    Media Appearance & Podcast Booking Coordination

  • Serve as the primary point of contact for clients regarding all media bookings and appearances
  • Coordinate directly with clients via text and phone (adding CEO for visibility) to schedule TV appearances, podcast recordings, and speaking engagements
  • Work closely with media coordinators to secure and confirm client placements
  • Schedule all client appearances in the CEO's calendar and coordinate logistics with the production team for clip retrieval
  • Maintain real-time communication with clients to confirm availability, prep requirements, and appearance details
  • Ensure clients feel supported, informed, and confident before every media opportunity

    • Client Onboarding & Setup

  • Take complete ownership of client setup process once contracts are signed
  • Establish all foundational systems including project management (Monday), CRM (Monday), file storage (Google Drive), and communication workflows
  • Create and maintain Client Background One-Sheeters for author clients, gathering detailed information directly from clients
  • Develop comprehensive client expert profiles for all Media Strategy & Placement clients
  • Set up and maintain Master Tracker documents for monitoring all client media appearances and podcast bookings

    • Invoicing Management

  • Work closely with bookkeeper to ensure invoices are sent accurately and on time.
  • Monthly review of A / R reports with bookkeeper

    • Systems & Project Management

    Monday.com Platform Management

  • Own and optimize the Monday tasks board and CRM boards
  • Validate monthly that all processes and templates are current and accurate

    • Deal Flow Tracking

  • Manage lead tracking and follow-up workflows
  • Review and approve proposals before they reach the CEO for final approval

    • Task & Project Management

  • Ensure clarity on all assigned tasks with complete understanding of requirements
  • Drive timely completion of all tasks by established deadlines
  • Maintain accurate status updates across all project management systems
  • Supervise team member (Jash) task completion and accountability
  • Proactively identify bottlenecks and communicate with the CEO about project status

    • Google Drive Organization

  • Review and optimize current Google Drive structure
  • Develop and implement streamlined organization system for all folders and files
  • Maintain organized digital asset library accessible to team members
  • Ensure all client files and resources are properly stored and easily retrievable

    • Digital Asset

    News Release Management

  • Coordinate distribution of press releases via EZnewswire.com
  • Manage release calendar and ensure timely distribution
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    Chief Executive Officer • Atlanta, GA, United States

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