Recognizing Executive Impersonation: What to Do When an Email from the CEO Doesn’t Feel Right

by Gloria Bakerian | Apr 2, 2025 | Cybersecurity, Security

Executive impersonation is one of the most deceptive and dangerous forms of phishing targeting employees at all levels.

Most of us are conditioned to respond quickly when we get an email from the CEO. But what if that email asking for an urgent wire transfer or sensitive data access isn’t really from them?

That’s the danger of executive impersonation—a cyberattack tactic where someone pretends to be a senior leader at your company to manipulate employees into taking risky actions. These attacks are highly targeted, rely on authority and urgency, and are incredibly convincing.

It’s one of the fastest-growing forms of business email compromise (BEC). And if you’re not prepared, it can be costly.

What Is Executive Impersonation?Businesses of all sizes must train employees to spot the warning signs of executive impersonation before a costly mistake is made.

Executive impersonation happens when a cybercriminal poses as a high-ranking company official—typically a CEO, CFO, or other leader—and sends a fake email to employees. The goal is to exploit trust and authority to get the recipient to take quick action without verifying the request.

These emails often:

  • Look like they’re coming from a legitimate company address (sometimes using spoofed or lookalike domains)

  • Ask for urgent action (like transferring funds or sending W-2s)

  • Avoid using overly technical language or links that would raise suspicion

  • Include pressure to act without involving others

Why It Works

It works because it preys on human behavior, not just technical vulnerabilities. Most employees want to be helpful. When a request comes from a figure of authority, like the CEO, people are more likely to act fast and ask questions later.

Add in tight deadlines, a fear of disappointing leadership, or the appearance of a real emergency, and it’s easy to see how executive impersonation slips through.

Real Risks and Real Costs

The FBI reports that BEC schemes—including executive impersonation—have caused over $50 billion in losses globally. Small and mid-sized businesses are just as much at risk as large corporations, especially when they lack formal verification processes or email security tools.

It only takes one email to compromise your company’s financials or expose private client information.

How to Spot Executive Impersonation

Here are a few warning signs that an email might not be what it seems:

  • Unusual requests: Asking for gift cards, wire transfers, login credentials, or sensitive files.

  • Urgent or secretive tone: Phrases like “keep this confidential” or “I need this done now.”

  • Spoofed email addresses: A small typo in the domain (e.g., [email protected]).

  • Unusual timing: Messages sent outside of business hours or when the executive is known to be unavailable.

  • Lack of context: No greetings or signature lines—just a direct request.

If something feels off, it probably is.

What to Do If You Suspect Executive ImpersonationAttackers use executive impersonation to trick staff into wiring funds, sharing sensitive data, or bypassing normal security procedures.

  1. Don’t act on the request immediately. Pause. Even if it seems urgent, you always have time to verify.

  2. Check the email address carefully. Hover over the “From” field to see if anything looks suspicious.

  3. Reach out through a different channel. Call, message on Teams, or speak to the executive in person if possible.

  4. Report it immediately. Alert your IT team or MSP so they can investigate and take appropriate action.

  5. Educate your team. Regular phishing awareness training helps everyone stay alert to these kinds of attacks.

Prevention Starts with Awareness

The best defense against executive impersonation isn’t just a good spam filter—it’s a team that knows what to look for. Employees should feel empowered to question suspicious requests, no matter who they seem to come from.

This is why ongoing cybersecurity training, phishing simulations, and strong verification protocols are so important. When your team knows what to expect, they’re much less likely to fall for the trap.

Final Thoughts

Executive impersonation is subtle, targeted, and dangerous—but entirely preventable. If something about that CEO email doesn’t sit right with you, trust your instincts and verify before acting. It’s better to double-check than to deal with the fallout of a compromised account or financial loss.

Professional Computer Concepts can help you build a more secure, better-informed workplace. From phishing simulations to email security tools and employee training, we’ll help protect your business from threats that hide in plain sight.

Let’s make sure your team knows what to look for. Contact us today to strengthen your defenses.