Executive Assistant to Chief Executive Officer

We’re seeking a proactive, highly organized Executive Assistant who excels at bringing clarity to chaos, solving problems before they surface, and staying two steps ahead of a fast‑paced CEO. This hybrid role blends executive support, operations coordination, sales/CRM support, and project organization, with long‑term growth potential toward a Chief of Staff / Director of Operations role.

CORE RESPONSIBILITIES

1. Strategic Administrative Support • Manage CEO’s dynamic calendar across multiple time zones. • Daily early morning EST align priorities and plan the day. • Inbox management across business + personal activities. • Prepare agendas, meeting briefs, and follow‑up summaries. • Track complex travel strategies, Credit Card Perks, Point strategies to maximize business travel. • Maintain confidentiality and serve as a trusted gatekeeper.

2. Sales & CRM Pipeline Support • Maintain and update CRM. • Track follow‑ups and keep opportunities moving. • Draft SOWs using templates and coordinate with project leads. • Log and track business development conversations and ensure strong momentum.

3. Project & Operational Organization • Revive stalled initiatives and create action plans for completion. • Collaborate with Operation on workflows, tracking and structure. • Use Harvest, PandaDoc, Asana, Google Workspace, and RoboForm to name a few. • Manage access lists, tools, subscriptions, and vendor coordination.

4. Special Projects, Research & Visibility Support • Research people, companies, and platforms for CEO visibility. • Support light LinkedIn engagement after meetings. • Conduct targeted research to support strategic decisions.

WHAT SUCCESS LOOKS LIKE • The CEO moves faster and with more clarity. • Deadlines are met and no loose ends remain. • You anticipate needs and take initiative without waiting. • You manage details with excellence while seeing the big picture.

QUALIFICATIONS • 3+ years supporting CEOs, Founders, or senior executives. • Experience in fast‑paced, entrepreneurial environments. • Strong written and verbal English. • Comfortable with: Google Workspace, Slack, Zoom, Asana, Pipedrive, Roboform, Harvest, PandaDoc, ChatGPT and AI tools. • Highly reliable, resourceful, and proactive. • Able to work 30+ hrs/week with a daily early morning check‑in (7–8am ET). • Strong judgment, emotional intelligence, and communication skills.

YOU WILL LOVE THIS ROLE IF YOU ARE: • A chaos‑calmer who brings structure and clarity. • A self‑starter who thrives with autonomy. • Someone who finishes what others start. • A high‑EQ professional who enjoys being the CEO’s right hand. • Someone excited about long‑term growth toward Chief of Staff.