Senior Executive Assistant

We are seeking a Senior Executive Assistant to provide executive-level support to the Chief Executive Officer. This is a highly visible and trusted position requiring outstanding judgment, discretion, organizational excellence, and the ability to anticipate needs before they arise. The ideal candidate doesn't just keep work organized, they actively help move priorities forward, take ownership of tasks, and remove items from the CEO's plate rather than simply tracking them.

The Senior Executive Assistant serves as the operational backbone of the CEO's office, ensuring the smooth execution of executive priorities, Board of Directors activities, SEC and corporate governance processes, investor-related logistics, and strategic administrative initiatives. The successful candidate thrives in a public company environment, manages competing priorities with ease, and consistently demonstrates professionalism, confidentiality, and exceptional attention to detail.

Key Responsibilities:

• Manage the CEO's complex calendar, balancing competing priorities across Daily Journal Corporation and affiliated entities.
• Coordinate domestic and international travel, accommodations, itineraries, and executive logistics.
• Prepare daily briefing materials, meeting agendas, and background information.
• Screen, prioritize, and manage executive communications and make recommendations.
• Draft correspondence, presentations, reports, and executive communications.
• Track follow-up items and ensure commitments are completed on time.
• Anticipate scheduling conflicts and proactively resolve issues before they arise.
• Serve as the primary administrative liaison to the Board of Directors. Responsibilities include:

• • Coordinate all Board and Committee meetings.
  • Prepare and distribute Board materials and meeting packages.
  • Manage Board calendars and annual governance schedules.
  • Prepare meeting agendas in collaboration with executive leadership.
  • Record, draft, and maintain accurate Board and Committee minutes.
  • Track Board action items and governance deadlines.
  • Maintain Board records in accordance with corporate governance requirements.
  • Coordinate director travel and meeting logistics.
  • Support annual shareholder meeting preparation.
• Support the execution and administration of public company governance activities. Responsibilities include:

• • Coordinate SEC filing processes and maintain filing calendars.
  • Assist with preparation and distribution of proxy materials.
  • Coordinate signatures and approvals for SEC documents.
  • Manage corporate records and governance documentation.
  • Maintain insider reporting schedules and related documentation.
  • Coordinate annual reports and shareholder communications.
  • Assist with earnings release logistics and investor meeting preparation.
  • Ensure filing deadlines are met accurately and on time.

• Maintain corporate records and governance documentation.
• Coordinate annual Board calendars.
• Track governance requirements and recurring deadlines.
• Maintain committee charters and governance documentation.
• Support corporate resolutions and organizational records.
• Coordinate electronic Board portal administration.
• Support strategic initiatives led by the CEO.
• Coordinate executive leadership meetings.
• Develop efficient administrative processes.
• Improve executive office workflows.
• Maintain virtual filing systems and documentation standards.
• Coordinate executive events and off-site meetings.

Qualifications:

• 7+ years of experience supporting C-level executives
• Experience supporting a public company executive or Board of Directors.
• Demonstrated experience coordinating Board meetings and governance activities.
• Experience preparing Board minutes with exceptional accuracy.
• Strong understanding of corporate governance practices.
• Exceptional organizational and project management skills.
• Outstanding written and verbal communication skills.
• Advanced Microsoft Office skills, particularly Outlook, Word, PowerPoint, and Excel.
• Ability to handle highly confidential information with discretion.
• Proven ability to manage multiple high-priority projects simultaneously.
• Strong business judgment and decision-making skills.
• Ability to work independently with minimal supervision.

Preferred:

• Experience supporting a publicly traded company.
• Familiarity with SEC filings, proxy statements, annual reports, and corporate governance requirements.
• Experience with Board portal software (e.g., Diligent).
• Experience working with legal or finance executives.
• Bachelor's degree in Business Administration or a related field.

Knowledge, Skills & Abilities:

• Exceptional attention to detail
• Superior planning and prioritization abilities
• Outstanding follow-through
• Ability to manage numerous competing priorities simultaneously
• Anticipates executive needs before they arise
• Exercises excellent judgment
• Thinks strategically while executing tactically
• Maintains absolute confidentiality
• Excellent business writing
• Professional executive presence
• Strong interpersonal skills
• Ability to interact confidently with Board members, executives, investors, legal counsel, and external stakeholders
• Comfortable learning and leveraging a wide variety of modern software, business systems, and productivity tools to improve efficiency and support executive operations.

The successful candidate will:

• Operate with minimal direction while anticipating the CEO's needs.
• Ensure the CEO is exceptionally prepared for meetings, Board sessions, and external engagements.
• Execute Board meetings and governance processes flawlessly.
• Maintain impeccable accuracy in Board minutes and governance documentation.
• Ensure SEC-related administrative activities are completed accurately and on schedule.
• Build trusted relationships with directors, executives, investors, legal counsel, and key stakeholders.
• Bring order, structure, and calm to a fast-paced executive environment.
• Consistently demonstrate professionalism, sound judgment, discretion, and integrity.

The above statements describe the general nature and level of work being performed in this job function. They are not intended to be an exhaustive list of all duties; additional responsibilities may be assigned. 

A Note About Your Application:

We want to get to know you, not a perfectly polished version of you created by generative AI. Our recruiters personally review every application—we don't rely on AI to screen resumes or decide who moves forward.

When you submit your resume and cover letter, make sure they are a genuine reflection of your experience, skills, accomplishments, and personality. We aren't looking for perfect wording or the right buzzwords. We want to understand what you've actually done, what you're great at, and what you could bring to our team.

AI can be a useful tool, but your application should still sound like you. Authenticity will stand out here far more than an AI-generated application.

At this time, we are only able to consider candidates who are Canadian or U.S. citizens or permanent residents due to employment authorization requirements. We are unable to provide visa sponsorship or work authorization support for this position. 

Why Journal Technologies? 

Visit www.journaltech.com/careers for more information, but highlights include:  

• Competitive compensation * The salary range posted for this position reflects a good-faith estimate of the base salary we reasonably expect to offer a successful candidate upon hire. Final compensation will be based on job-related factors, including qualifications, experience, geographic location, and internal compensation considerations.
• Quality medical, dental and vision coverage. 
• Competitive paid time off as well as paid holiday time. 
• 401(k) retirement (US) and GRRSP (CDN) programs. 
• Annual professional development funds - $1,500 USD annual per employee. 
• Book subscriptions with an extensive library in each office for personal and professional growth. 
• Flexible working hours which you can coordinate with your supervisor. 
• Ability for employees to work from a remote location (e.g., home) or office. 
• Personal meetings with direct managers approximately every four to six weeks to discuss career growth and advancement opportunities as well as other issues important to the employees. 
• Travel opportunities between Journal Technology offices and with clients. 

We provide technology that matters in the world, and we're a stable employer comprised of quality people, with a commitment to investing in our people.