Executive Assistant to CEO

About Deep Blue Sports + Entertainment

Deep Blue Sports + Entertainment (DBSE) is the pioneering firm solely focused on accelerating commercial investment in women's sports, spanning consulting, intellectual property, events, and ventures. Our expertise includes brand strategy, media, live events, and equity investments within the women's sports sphere. Operating as a nimble and swiftly evolving team, this role suits someone who flourishes in a dynamic and fast-paced environment.

Position Overview

We seek an experienced and highly independent Executive Assistant to support the Founder and CEO. This is an advanced role that demands proactive anticipation of needs and operating well in advance, managing day-to-day logistical elements such as the CEO's calendar, travel, and inbox autonomously. You will be empowered to exercise sound judgment amid ambiguity, create new organizational systems, and engage directly with the internal team, clients, industry collaborators, and senior stakeholders.

Key Responsibilities

• Handle comprehensive calendar management by prioritizing, resolving scheduling conflicts beforehand, and safeguarding uninterrupted focus time within a demanding and ever-changing schedule.
• Manage and triage email communications, drafting responses that reflect the CEO's voice, flagging urgent matters, and independently resolving ongoing correspondence.
• Coordinate all travel plans end-to-end, creating thorough itineraries, adapting swiftly to changes, and potentially accompanying the CEO to nearby meetings, events, and engagements.
• Oversee the CEO's daily agenda and priorities, ensuring preparedness and seamless navigation through daily tasks without surprises.
• Prepare necessary meeting materials such as agendas, briefing notes, and context in advance without direct prompting.
• Manage expense reporting including tracking and timely submissions autonomously.
• Handle errand and personal scheduling that intersects with the CEO’s professional life as needed.
• Act as a polished communication intermediary between the CEO and external stakeholders such as clients, partners, and media.
• Collaborate closely with the CEO’s leadership and executive support team including content, communications, and other departments to maintain fluid information exchange and aligned priorities.
• Supervise the CEO's social media content calendar in alignment with broader marketing plans, coordinating efforts with content and communications teams to maintain consistency.
• Maintain and manage relationships with vendors such as travel agencies, event services, stylists, and other service providers, including scheduling, invoicing, and follow-ups.
• Oversee critical executive relationships, managing communications and event coordination, and regularly liaise with the CEO’s personal assistant to facilitate cross-functional scheduling and needs.
• Develop and optimize operational systems, workflows, and routines necessary to organize a fast-growing founder effectively, creating structure in a startup environment.

Candidate Profile

• Minimum five years of Executive Assistant experience supporting founders, CEOs, or senior executives, ideally within startups, entrepreneurial, entertainment, or sports sectors.
• Highly proactive, capable of independent decision-making, and comfortable navigating uncertainty and ambiguity.
• Excited by the challenge of building organization and processes from the ground up, rather than adhering to pre-existing protocols.
• Strong anticipation skills, capable of thinking several steps ahead to prevent issues before they occur.
• Robust executive support expertise including calendar oversight, meeting coordination, and high-level communication.
• Skilled in administrative tasks such as documentation, scheduling, data management, and office workflow optimization.
• Experience managing expense reports, supporting basic budgeting functions, and tracking reimbursement and corporate card usage.
• Exceptional organization and multitasking abilities with keen attention to detail in a high-velocity environment.
• Proven discretion and trustworthiness handling confidential information and working with high-profile individuals.
• Excellent written and verbal communication, proficient in professional email etiquette, and able to authentically represent the CEO’s voice and discretion with stakeholders.
• Comfortable with Google Suite, project management tools, travel booking platforms, and adept at leveraging AI tools such as Google Gemini, Claude, or ChatGPT for improved efficiency.
• Background in media, marketing, sports, or entertainment is advantageous; genuine enthusiasm for women’s sports and equity is beneficial.
• Experience with social media management and content creation is a plus.
• Associate’s or bachelor’s degree preferred or equivalent relevant experience.