Executive Assistant to the CEO

Recognized among Pittsburgh's 2024 Top Workplaces and Fastest-Growing Companies, Wolfe has been a leader in the Gift Card and FinTech sectors for over 25 years. We power gift card programs for national merchants like KFC. Our flagship consumer brand, PerfectGift.com, enables customers to create customized gift cards.

We are a fast-paced environment, like kayaking down a white-water river, not canoeing on a lake. Learn more about our company culture, core values, and industry recognition on our career page (https://wolfe-llc.breezy.hr/).

The Executive Assistant to the CEO is a trusted partner responsible for providing high-level administrative support, ensuring seamless daily operations, and enabling the CEO to focus on strategic priorities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple projects and relationships with professionalism, warmth, and caring. The Executive Assistant will oversee the office assistant, coordinate key business and culture initiatives, and provide support across both professional and personal domains as needed to ensure the CEO’s effectiveness.

The Wolfe company has roughly 160 employees and contractors, is self funded, has 3 locations, a fully functioning Board of Advisors, has been in Inc5000 for the past 4 years in a row, and has sights on a future IPO. The pace is very fast.

• Proven experience as an executive assistant or in a similar administrative role supporting senior leadership.
• Exceptional organizational and time management skills.
• Strong written and verbal communication abilities.
• High level of discretion and professionalism.
• Proficiency with board planning software, project tracking software and Microsoft Office Suite.
• Ability to manage multiple priorities and work independently.
• Experience overseeing direct reports is a plus.

• Meeting Preparation and Follow-through: 100% of CEO and executive meetings have agendas and materials prepared in advance, with follow-up actions tracked to completion within agreed timelines.
• Executive Communications and Materials: All correspondence, reports, and presentations are delivered error-free, on time, and in the CEO’s voice. Inbox triage process implemented, achieving 95%+ same-day response or filing of emails.
• Records and Information Stewardship: 100% of required records maintained in compliance with confidentiality and retention standards, with all materials retrievable within 15 minutes of request.
• Board Operations and Diligent Execution: All Board of Advisors cycles completed on schedule, with agendas and packets distributed at least 5 business days prior, and 100% of post-meeting actions documented and tracked.
• People Leadership Cadence: Direct reports (e.g., Office Assistant) have weekly 1:1s and quarterly feedback documented, achieving agreed milestones with >90% on-time completion.
• Travel and Logistics: CEO travel itineraries delivered at least 48 hours in advance with zero missed or conflicting arrangements.
• Proactive Issue Resolution: All calendar conflicts or operational risks identified and escalated at least 24 hours before impact, with viable options presented.
• Adaptive Scope: Additional assignments taken on as needed, with documented outcomes delivered on time and to standard.