Executive Assistant to CEO

Role Overview

The Executive Assistant to the CEO at Building Blocks Facades is pivotal in safeguarding the time and efficiency of the CEO and CEO of Middle East Operations through precise decision facilitation rather than mere scheduling. This senior-level position demands exceptional judgment, discretion, operational accountability, and the confidence to constructively challenge leadership on time management. The successful candidate will quickly become an indispensable strategic partner within three months.

Key Responsibilities

• Manage the CEOs' calendars, ensuring disciplined scheduling by prioritizing important meetings and protecting time for focused work.
• Implement meeting qualification policies requiring agendas and clear outcomes; defer or decline less critical meetings accordingly.
• Develop and maintain briefing rhythms providing advanced visibility into upcoming priorities and risks.
• Coordinate complex calendar dependencies involving executives, board members, and major stakeholders, including conflict arbitration between principals' schedules.
• Oversee management of high-volume inboxes by triaging communications, drafting responses, and maintaining a rigorous follow-up system for all commitments.
• Prepare and distribute high-quality written communications and manage document workflows to prevent bottlenecks.
• Create comprehensive pre-meeting materials highlighting agendas, context, and decision points; capture and track meeting outcomes in real time.
• Plan and execute detailed travel itineraries for domestic and occasional international trips, including contingency and security measures.
• Organize expenses and reconcile corporate cards; coordinate logistics for offsite leadership and client events as well as visitor management once relocated.
• Uphold strict confidentiality protocols covering personnel, financial, legal, and strategic information with proactive controls on external communications.
• Serve as a central liaison among CEOs, leadership teams, boards, investors, clients, and partners ensuring clear communication and translation of executive directives into actionable tasks.
• Maintain an authoritative tracker for all open items, driving weekly status updates and closing obsolete tasks to maintain operational momentum.
• Support office operations including visitor experience and workspace coordination after relocation to Merritt Island.

Core Competencies

• Mastery in managing complex calendars and prioritizing executive time across global contexts.
• Effective communication skills applied at an executive standard, including drafting and professional correspondence.
• Exceptional judgment with an ingrained sense of confidentiality for sensitive information.
• Advanced proficiency in Microsoft 365 and Google Workspace, travel/expense platforms, and digital document management.
• Strong project follow-through and the ability to maintain composure under pressure.
• Diplomatic firmness in enforcing boundaries and protocols among senior stakeholders.

Qualifications

• At least 10 years' experience providing executive-level support, with a minimum of 3 years supporting C-suite leaders.
• Preferably experienced in fast-growing industrial, manufacturing, construction, aerospace or related sectors.
• Proven multi-principal support experience and handling multi-stakeholder operational workflows.
• Bachelor’s degree preferred or equivalent professional experience.
• References confirming integrity, discretion, and reliability from prior executive support roles.
• Willingness and ability to relocate to Merritt Island, FL within six months; relocation assistance details pending.
• Authorized to work legally in the United States.
• Ability to safely access active industrial/construction sites with required personal protective equipment.

Equal Opportunity and Agency Note

Building Blocks Facades is committed to inclusive employment practices without discrimination. Recruitment agencies are kindly requested to refrain from submissions as direct candidate engagement is preferred.