Executive Assistant to the CEO, COO & CSO

Executive Assistant to the CEO, COO & CSO

Location: Hybrid – Portland, ME
Department: Office of the Executive Leadership Team
Reports To: CEO, COO, and CSO

Overview

Veritas Prime is seeking an experienced and highly organized Executive Assistant to provide comprehensive administrative and operational support to our CEO, COO, and CSO. This role is critical in ensuring the effectiveness of three of the firm’s most senior leaders, all of whom also serve on the Board of Directors.

The Executive Assistant will manage complex scheduling, communications, and logistics while also preparing polished materials and presentations for internal leadership and board meetings. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced, global environment.

Key Responsibilitie

Executive & Administrative Support
Manage complex calendars, coordinate meetings across multiple time zones, and ensure alignment of priorities among the CEO, COO, and CTO.
Coordinate domestic and international travel arrangements, itineraries, and logistics.
Prepare, review, and organize materials for leadership meetings, client discussions, and board sessions.
Track action items and ensure timely follow-up on key priorities.
Screen and manage incoming communications with professionalism, discretion, and sound judgment.

Meeting & Presentation Preparation
Develop and edit executive-level presentations and reports using PowerPoint, Google Slides, and other tools.
Assist in preparing board decks, strategic updates, and internal communications.
Take meeting notes, summarize key points, and ensure follow-up deliverables are completed.

Cross-Functional Coordination
Serve as a liaison between the executive team and internal departments, fostering effective communication and collaboration.
Support the coordination of leadership offsites, strategic planning sessions, and quarterly business reviews.
Manage select special projects or initiatives on behalf of the executive team.

Operational Excellence
Anticipate the needs of executives and proactively address logistical or informational gaps.
Maintain confidentiality and handle sensitive information with the highest degree of integrity.
Ensure executives are fully prepared for meetings and engagements with relevant briefings and materials.

Qualifications

Bachelor’s degree in Business, Communications, or a related field preferred.
5+ years of experience supporting senior executives, ideally in a consulting, technology, or professional services environment.
Exceptional organizational and time-management skills with the ability to manage multiple complex priorities.
Advanced proficiency in Microsoft Office (especially PowerPoint and Excel), Google Workspace, and virtual collaboration tools.
Excellent written and verbal communication skills; strong attention to detail.
Proven ability to work independently and exercise sound judgment in a fast-paced, dynamic environment.
Professional demeanor with strong interpersonal skills and executive presence.

What You’ll Bring

A proactive mindset, anticipating needs before they arise.
The ability to create structure and clarity in a fast-moving environment.
A commitment to excellence and a sense of ownership over results.
Strong collaboration skills and a team-first attitude.