[Hiring] Executive Assistant to the CEO @WIDELITY INC

Role Description

The Executive Assistant to the CEO is a fully remote role that provides high-level administrative and strategic support to the CEO and C-Suite. You will act as a trusted extension of the executive office including but not limited to managing calendars, information flow, and key projects. This role is ideal for a proactive, detail-oriented professional who thrives in a fast-paced, entrepreneurial environment, can anticipate needs, and exercises excellent judgment, discernment, and discretion.

Key Responsibilities

• Executive Support & Calendar Management:
  • Manage a complex calendar for the CEO and C-Suite including scheduling, rescheduling, and prioritizing meetings based on dynamic schedules and travel.
  • Coordinate daily, weekly, and monthly agendas; ensure the CEO is prepared with the right materials and context for engineering reviews, program milestones, and government-stakeholder meetings.
  • Organize and maintain schedules across business and, when requested, limited personal commitments, proactively resolving conflicts and anticipating future needs.
• Communication, Liaison & Stakeholders:
  • Serve as a primary point of contact and gatekeeper for the CEO, screening and routing calls, emails, and messages, and responding on behalf of the CEO when appropriate.
  • Act as a liaison between the CEO, C-Suite, senior leaders, engineering teams, and government/client representatives.
  • Draft, edit, and format executive communications, including internal announcements, board materials, invitations, minutes, and correspondence with agencies, contractors, and partners.
• Meetings, Board Support & Information Management:
  • Prepare agendas, briefing documents, presentations, and reports for executive meetings, board sessions, and government-related reviews.
  • Track action items and follow-up across cross-functional teams, ensuring decisions and deliverables are documented and completed.
  • Maintain the CEO's contact database and information repositories, keeping records current and easily accessible for relationship and stakeholder management.
• Travel, Expenses & Logistics:
  • Coordinate domestic travel for the CEO and other executives, including itineraries, accommodations, transportation, and meeting logistics.
  • Prepare, submit, and reconcile expense reports in partnership with Finance, ensuring accurate and timely processing aligned with company and government-contractor policies.
  • Provide professional virtual hospitality for executive guests and visitors by coordinating video conferences, briefings, and remote events.
• Confidentiality, Judgment & Operations:
  • Handle sensitive and confidential information related to government contracts, engineering IP, and strategic initiatives with discretion and integrity.
  • Represent the CEO and organization positively in all interactions through reliable and timely follow-through, polished communication, and alignment with company values.
  • Identify opportunities to streamline executive office processes and improve information flow in a remote environment.
• Special Projects & Ad Hoc Support:
  • Lead or support special projects and research assignments at the direction of the CEO (e.g., program briefs, opportunity analysis, stakeholder mapping, executive presentations).
  • Proactively gather, analyze, and summarize information in advance of meetings and decisions to conserve the CEO's time.
  • Be responsive to emails, texts, and phone calls outside standard business hours when urgent executive or program needs arise.

Qualifications

• 5+ years of experience as an Executive Assistant supporting C-suite or senior executives in complex organizations.
• Advanced proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and comfort with modern collaboration tools (e.g., Teams, Zoom, project/task management tools).
• Exceptional written and verbal communication skills; able to draft, edit, and format professional documents and presentations for technical, business, and government audiences.
• Strong time management and organizational skills; proven ability to manage multiple priorities and meet tight deadlines in a fully remote, high-pressure environment.
• Demonstrated ability to handle confidential and sensitive information with discretion and maintain a high level of professionalism and integrity.
• Authorized to work in the United States and currently reside in North Carolina, Virginia, Texas, Georgia, or Florida.
• Flexibility to work outside standard business hours based on business needs, project milestones, and executive travel/meetings.

Preferred Attributes & Experience

• Bachelor's degree in Business, Communications, Public Administration, Engineering Management, or a related field (or equivalent combination of education and experience).
• Prior experience working for government agencies or with government contractor organizations.
• Business acumen within telecoms, engineering, technology, or government contracting; able to quickly decipher priorities and anticipate needs on behalf of the CEO.
• Experience supporting executives in government-contracting, public-sector, defense, or regulated environments.
• Experience with business communication, document editing and formatting, and information design for executive decks, board materials, and government-facing presentations.
• Commitment to excellence and continuous improvement; consistently performs at a high level and seeks ways to enhance executive office effectiveness and compliance readiness.
• Confident, professional interpersonal style; able to interact effectively with board members, senior leaders, engineers, government officials, and external partners at all levels.
• Team-oriented mindset; collaborates effectively with other assistants, engineering staff, program managers, and cross-functional partners.
• Strong service orientation, dedicated to meeting the expectations of the CEO and senior executives while maintaining healthy boundaries and sound judgment.
• Creative, solution-focused approach with a sense of urgency when addressing unforeseen issues and operational challenges.

Location & Work Environment

• Fully remote role based in the United States.
• You must live and work from one of the following states: North Carolina, Virginia, Texas, Georgia, or Florida.
• You will collaborate daily with a distributed team using video, chat, and modern collaboration tools.

Equal Employment Opportunity

Widelity is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic.