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.
QUALIFICATIONS
• 5+ 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.
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.
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.
