Executive Assistant to CEO at Wild Bill's Tobacco

Description

Job Summary

The Executive Assistant to CEO provides high-level administrative support to multiple members of the executive leadership in a fast-paced retail environment. This position is responsible for managing calendars, coordinating meetings and travel, preparing executive-level communications, and serving as a central point of contact between the executive team and internal/external stakeholders. The ideal candidate is professional, detail-oriented, and thrives in a dynamic, high-volume environment where discretion and proactive support are key.

Key Responsibilities

•  Provide direct administrative support to CEO, including calendar and schedule management
•  Arrange complex travel itineraries, including transportation, lodging, and agenda coordination for executive store visits, business meetings, or family trips
•  Prepare, format, and distribute internal communications, presentations, and executive reports
•  Serve as liaison between executive leaders and internal departments, store leadership, vendors, and partners
• Screen calls, take notes in meetings 
•  Organize and coordinate leadership meetings, board meetings, and other key events
•  Track follow-up items from meetings and ensure timely completion of action items
•  Prepare agendas, presentations, and briefing materials
•  Handle sensitive and confidential information with the utmost discretion and professionalism
•  Assist with executive-level project coordination and retail initiatives as needed
• Maintain organized systems for document retention, contact lists, meeting notes, and internal communication archives
• Coordinate lunches as needed (and clean-up
• Personal errands (appointments, gifts, or family coordination
• Oversee household or personal matters as needed (bills, cleaners etc.)

Requirements

•  Associate’s or Bachelor’s degree in Business Administration, Communications, or related field preferred
•  4+ years of administrative experience supporting senior or executive leadership, ideally in a retail or multi-unit business environment
•  Excellent written and verbal communication skills
•  High level of professionalism and interpersonal skills, with the ability to build relationships across all levels of the organization
•  Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); familiarity with collaboration tools such as Teams, Zoom, or Slack
•  Exceptional organizational and time-management skills; ability to prioritize and handle multiple tasks simultaneously
•  Strong attention to detail and a proactive, problem-solving mindset
•  Experience handling confidential information and supporting high-level decision-makers
•  Flexibility to support after-hours or weekend work during critical retail seasons or company events

Work Environment & Physical Requirements

• Office-based role with occasional travel or visits to retail locations as needed
• Extended periods of computer use and sitting
• May occasionally require flexible hours to support executive schedules