Executive Assistant

Summary Objective: The Executive Assistant to the CEO provides high-level administrative support and serves as a strategic partner, ensuring smooth and efficient operations for the CEO of a dynamic, multi-location health club organization. This role requires exceptional communication, organization, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Essential Functions:

• Executive Calendar & Meeting Management
• Communication & Relationship Management
• Project & Initiative Coordination
• Travel & Event Planning
• Confidential Administrative & Operational Support

Job Responsibilities:

Executive Support:

• Manage the CEO's calendar, scheduling meetings, calls, and travel with precision.
• Anticipate needs and proactively handle logistics to ensure the CEO's time is used effectively.
• Prepare meeting materials, agendas, and take detailed meeting notes or action items.

Communication Management:

• Draft and manage internal and external communications on behalf of the CEO.
• Serve as a liaison between the CEO and internal teams, board members, partners, and external stakeholders.

Project Coordination:

• Track progress on key initiatives and assist with follow-up items.
• Support cross-functional projects by coordinating deadlines and deliverables.

Travel & Event Planning:

• Arrange complex domestic travel itineraries, accommodations, and transportation.
• Organize leadership team meetings, board meetings, retreats, and special events.

Confidentiality & Discretion:

• Maintain absolute confidentiality and professionalism in all matters.
• Handle sensitive information and personnel matters with the highest level of discretion.

Operational Support:

• Assist in preparing presentations, reports, and analysis for board and leadership meetings.
• Process expense reports, vendor communications, and other administrative tasks as needed.

Experience, Education and Certifications

• Minimum 5 years supporting C-suite executives, ideally in a fast-paced, growth-oriented company.
• Exceptional written and verbal communication skills.
• Strong organizational skills with impeccable attention to detail.
• Proactive, resourceful, and adaptable in a dynamic environment.
• High degree of professionalism and judgment.
• Advanced proficiency with Microsoft Office Suite, Zoom, and calendar management tools.
• Experience supporting a CEO or Founder of a multi-location business (health, fitness, retail, hospitality, or franchising is a plus).
• Familiarity with private equity-backed companies or board governance is a bonus.

Knowledge, Skills & Abilities

• Executive-level administrative practices - Deep understanding of calendar management, travel coordination, and C-suite support operations.
• Business operations in a multi-unit environment - Familiarity with the structure and pace of organizations with multiple locations, especially in the fitness, hospitality, or retail industries.
• Corporate communication protocols - Knowledge of professional writing standards, confidentiality protocols, and board-level correspondence.
• Meeting and event logistics - Knowledge of organizing high-level meetings, retreats, and special events.
• Time management and prioritization - Ability to juggle competing priorities and manage the CEO's time for maximum efficiency.
• Written and verbal communication - Excellent grammar, tone, and clarity in all forms of communication.
• Technology proficiency - Skilled in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Zoom, and calendar management platforms.
• Attention to detail - High level of accuracy in scheduling, documentation, and communications.
• Project coordination - Ability to support and follow up on complex, multi-departmental initiatives.
• Problem-solving - Quick thinking, resourceful, and able to resolve scheduling conflicts or logistical challenges independently.
• Maintain confidentiality and discretion - Trusted to handle sensitive information with integrity and professionalism.
• Build strong working relationships - Able to liaise effectively with senior leaders, staff, and external stakeholders.
• Adapt to a fast-paced environment - Thrive in a dynamic company experiencing rapid growth and frequent change.
• Anticipate executive needs - Proactive and forward-thinking in supporting the CEO.
• Operate independently with minimal direction - Self-motivated and capable of working autonomously while aligning with executive priorities.

Employee Benefits:

All Onelife Fitness team members receive:

• Complimentary Membership and Guest Privileges
• Discounts on Personal Training, Mind&Body, Aquatics, and Kids Programs
• Discounts on Serenity Day Spa Services and all apparel
• Employee Referral Gift
• In-house Continuing Education Credits and CEC Reimbursement

Additional Full Time Benefits:

• Medical, Dental, Vision, Supplemental Benefits and Life Insurance Benefits
• 401(k) Retirement Plan
• Paid Time Off

Relocation:Candidates outside of the specified area are welcome to apply but if selected for an interview, they must be willing to travel at own cost. Relocation assistance is not offered.

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