Job Description

Position: Executive Assistant (Full-time)

Location: Charlotte, NC (with occasional travel)

Reports to: Chief Executive Officer (CEO)

Position Overview

The Executive Assistant (EA) will serve as a trusted and reliable partner to the CEO of Panorama Holdings, ensuring the CEO’s time, priorities, and commitments are managed with maximum efficiency. The EA will be responsible for comprehensive calendar management, executive support, and administrative coordination , including elements of office administration, travel planning, and personal assistance.

This role requires an individual who is detail-oriented and demonstrates proactive problem-solving skills . The successful candidate must anticipate needs, identify solutions before issues arise, and execute responsibilities with precision and discretion in a fast-paced, high-demand environment.

Key Responsibilities

Executive Support & Calendar Management

• Maintain and optimize the CEO’s business and personal calendars , coordinating across multiple entities, stakeholders, and time zones.
• Anticipate conflicts, re-prioritize effectively, and prepare daily/weekly schedule briefings .
• Arrange complex travel itineraries, logistics, and accommodations , ensuring seamless execution under time constraints.
• Protect the CEO’s time by filtering requests, prioritizing communications, and building schedule efficiencies.

Administrative & Office Responsibilities

• Support day-to-day administrative needs, including document preparation, correspondence, expense reports, and record management .
• Manage vendor relationships, office supplies, reimbursements, invoices, and basic financial tracking with accuracy and attention to detail.
• Organize internal meetings, offsites, and team events, ensuring logistics are flawless even in high-pressure situations.
• Serve as liaison with building management, service providers, and IT support as needed.

Confidential & Personal Assistance

• Manage confidential information with integrity and discretion .
• Provide support for personal logistics including family scheduling, household/vendor coordination, and personal travel.
• Ensure smooth integration of professional and personal obligations, anticipating conflicts and proactively resolving them.

Problem-Solving & Process Improvement

• Proactively identify potential problems in scheduling, operations, and logistics — resolving them before escalation.
• Develop and implement systems, checklists, and workflows to increase accuracy and efficiency.
• Deliver creative solutions under tight deadlines , ensuring CEO priorities are never compromised.
• Demonstrate resilience and calm decision-making in high-pressure situations.

Qualifications

• Minimum 5 years’ experience as an Executive Assistant supporting a CEO or senior executive.
• Proven ability to manage complex, multi-entity calendars and shifting priorities in a high-pressure environment .
• Strong written and verbal communication skills; bilingual (English/Chinese) highly preferred.
• Detail-oriented , with exceptional organizational, time-management, and multitasking abilities.
• Tech-savvy with proficiency in Google Workspace, Microsoft Outlook, and project management tools.
• High degree of integrity, reliability, and professionalism , with a track record of maintaining confidentiality.
• Demonstrated ability to proactively solve problems and deliver results independently.
• Bilingual fluency in English and Mandarin Chinese preferred.

Key Success Indicators

• The CEO’s calendar, commitments, and obligations are managed seamlessly with precision.
• Business, personal, and administrative priorities are consistently delivered under pressure.
• The EA functions as a trusted partner , ensuring the CEO can focus on strategic leadership.
• Problems are identified and resolved before reaching the CEO , with proactive and creative solutions.
• Office operations and executive workflows run smoothly, even in fast-changing or high-stakes environments.

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