Job Description

Executive Assistant to the CEO / Senior Executive Operations Manager

Who We Are

Located in Melville, New York, Gerber Tours is a leading provider of high-quality Student travel programs. Our mission is to expertly create travel and performing arts programs that educates and inspires students, ignites their passions, and creates impactful lifelong memories. As the parent organization to American Classic Tours & Music Festivals, My Dance Dreams, and Contemporary Tours, we execute a vision of forever changing how every student sees the world around them.

We work in a fun, friendly and flexible environment filled with people who work diligently to make sure every program is unique and life-changing for our traveling students and educators. Our commitment to our culture and team members is just as important as our commitment to offering immersive, educational and inspiring opportunities for students. Gerber Tours is led by a seasoned executive team with decades of experience in the travel industry, demonstrating the strength of our culture, leadership stability, and long-term investment in our organization. Gerber Tours provides continuous learning opportunities and career growth for employees.

Job Description

Are you energized by bringing order to complexity and turning ideas into action?

Gerber Tours is seeking a highly capable Executive Assistant to the CEO / Senior Executive Operations Manager to serve as a true force multiplier for our CEO. This is not a traditional administrative role. This position is for someone who thrives on ownership, judgment, and follow-through—and who wants to play a central role in how the company operates day to day.

In this role, you will run the operating system of the CEO’s office: managing priorities, protecting time, ensuring follow-through on key initiatives, and acting as a trusted partner in execution. You’ll work closely with leadership, manage communication flow, and make sure that what gets discussed actually gets done. This role is ideal for a senior-level executive assistant or operations-minded professional who enjoys being in the center of the action and is ready to take on meaningful responsibility.

Work Location:

• This position is fully in-office for the first six months. After six months, the role is eligible for one remote day per week, in alignment with company policy.

Key Responsibilities:

Executive & Calendar Management

• Own and manage the CEO’s calendar, ensuring priorities, meetings, travel, and focus time are aligned with company goals.
• Evaluate, prioritize, and anticipate scheduling needs, conflicts, and follow-ups to keep the CEO operating at peak effectiveness.
• Anticipate scheduling conflicts, preparation needs, and follow-ups before they become issues.

Inbox & Communication Management

• Manage the CEO’s inbox and communication flow, including prioritization, drafting responses, and tracking follow-ups.
• Serve as a key liaison between the CEO and internal and external stakeholders with professionalism and discretion.

Meeting & Travel Support

• Prepare meeting materials, attend select meetings, capture decisions and action items, and drive follow-through.
• Coordinate domestic and international travel and manage expense reporting for the CEO and Executive Team.

Execution, Follow-Through & Accountability

• Track and drive execution of CEO-led initiatives, ensuring commitments are met and priorities stay on schedule. (e.g., quarterly employee assessments).
• Maintain visibility into deadlines, deliverables, and leadership accountability across the organization.

Operations & Administrative Excellence

• Maintain organized records, files, and documentation while supporting leadership meetings, company events, and special projects.
• Identify and implement improvements to workflows, communication, and operational efficiency while handling sensitive information with discretion.

Qualifications:

• 5+ years of experience supporting a senior executive, founder, or CEO in a fast-paced environment.
• Proven ability to manage complex calendars, competing priorities, and high-volume communication.
• Strong judgment and the confidence to prioritize, push back, and make recommendations when appropriate.
• Demonstrated experience tracking initiatives and ensuring follow-through without being asked.
• Exceptionally organized, detail-oriented, and reliable.
• Strong written and verbal communication skills.
• High level of discretion, emotional intelligence, and professionalism.
• Comfortable working in-office and being a visible presence within the organization.
• Experience in operations, project coordination, or a Chief of Staff–adjacent role is a plus.

Salary Range:  $85,000 – $110,000

What Success Looks Like in This Role:

• The CEO’s days are organized, intentional, and focused on the highest-impact work.
• Meetings lead to clear action and consistent follow-through.
• Initiatives don’t stall after being discussed.
• Communication is streamlined, priorities are clear, and execution improves across the organization.
• The CEO gains meaningful leverage, clarity, and bandwidth.

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