Executive Assistant

Provides dedicated, end-to-end support to the Chief Business Officer (CBO), managing scheduling, meeting logistics, travel and expenses, and meeting readiness. It serves as the primary point of contact for the Tampa office, overseeing day-to-day office administration and supporting a well-organised workplace experience for employees and visitors. The role collaborates closely with the Senior Executive Assistant and other executive support teams to manage peak workloads and provide seamless coverage during absences.

• Serve as the principal point of contact for the CBO, providing coordinated, high-quality support under the direction of the Senior Executive Assistant to ensure the CBO operates effectively and efficiently across a complex global organisation.
• Own and optimise the CBO's calendar across multiple time zones, prioritising requests, resolving conflicts, protecting focus time, aligning schedules with strategic priorities
• Coordinating joint commitments with the Senior Executive Assistant to the CEO and escalating competing priorities when needed.
• Plan and coordinate the CBO's domestic and international travel, including bookings, itineraries and changes, and prepare and submit the CBO's expenses promptly in accordance with company policies; assist with shared, group or complex travel for additional executives.
• Prepare agendas in partnership with the CBO and relevant internal and external stakeholders, coordinate pre-reads, briefing materials and talking points, confirm readiness, and work with the Senior Executive Assistant to the CEO to coordinate preparation for joint meetings.
• Draft and manage high-level correspondence and act as a trusted liaison with internal and external stakeholders, including members of the Executive Leadership Team and their support teams.
• Support the Senior Executive Assistant in planning and delivering leadership offsites and key team meetings, and coordinate planning and preparation for the CBO's activities and engagement at major events, including IRONMAN and 70.3 World Championships
• UTMB World Series Finals and IRONMAN Pro Series events, liaising with key internal and external stakeholders to schedule meetings, community engagements and media appearances and coordinate briefing materials.
• Work closely with the Senior Executive Assistant as a coordinated team, sharing information, aligning priorities and supporting one another to deliver seamless executive support
• Maintain ownership of the CBO's needs while flexibly sharing workload during busy periods and providing reciprocal cover during planned or unplanned absences with effective handovers, confidentiality and continuity of service.
• Serve as the primary point of coordination for the Tampa office, supporting the day-to-day administration of the office and helping ensure an effective, well-organised workplace experience for employees and visitors.
• Report to the CBO with a dotted line to the Senior Executive Assistant, agreeing priorities and ways of working, providing regular updates on the CBO's support needs, escalating scheduling conflicts or issues requiring guidance, and maintaining high standards for service, accuracy
• Discretion and collaboration.
• Handle highly sensitive matters with sound judgment and strict confidentiality, manage occasional personal arrangements where needed to protect executive time and enable the CBO to perform at their best, identify opportunities to simplify executive support
• Strengthen coordination and improve the quality and consistency of service across the executive office, and contribute to a positive, inclusive and respectful culture by demonstrating professionalism, accountability
• Collaboration and open communication while embracing IRONMAN's BE ICONIC mindset and acting as a culture carrier.

• Proven experience providing end-to-end support for a C-suite executive, including scheduling, travel and expense management.
• Ability to work collaboratively with other executive assistants to share workload and provide absence cover.
• Experience acting as a trusted point of contact for executives and coordinating with senior stakeholders and executive support teams.
• Demonstrated experience preparing agendas, coordinating executive-level materials and driving action follow-through.
• Ability to work under the direction of a Senior Executive Assistant, agree priorities, communicate progress and escalate issues appropriately.
• Exceptional judgment, discretion, communication and organisational skills.
• Ability to manage competing priorities, anticipate needs and remain calm in a fast-paced environment.
• High cultural awareness and confidence working across geographies and time zones.
• Advanced proficiency in Microsoft Outlook, Teams, Word and PowerPoint.
• Willingness and ability to travel domestically and internationally when required, including occasional weekend travel.

• Experience working in a complex global organisation.

• Tampa office

Its purpose is to inspire people to unlock their greatest potential through sport, and its BE ICONIC vision focuses on building the most loved brands, producing the world's most inspiring events, and fostering deeply engaged communities that change lives.