The Role
You’ll be the CEO’s right hand. You’ll handle executive admin tasks, make and take calls, clean up docs, chase answers from vendors and support, and spin up light automations. You’re organized, proactive, tech-savvy, and you communicate fast and clearly so the CEO never has to chase you.
What You’ll Do
Executive Support
* Manage calendar, meetings, travel, and follow-ups.
* Place orders, coordinate with vendors, and track deliveries.
* Keep a running task list and send concise status updates without being asked.
Communication & Phones
* Make outbound calls and join inbound calls with clients, partners, and support.
* Draft crisp emails and summaries and close the loop quickly.
* Request missing information early to prevent work from stalling.
Docs, Sheets & Formatting
* Create and polish Word/Google Docs and Excel/Google Sheets.
* Format proposals, SOPs, and technical notes so they’re clear and easy to read.
* Maintain simple trackers and checklists.
Technical Coordination
* Read basic technical documentation and extract the steps and next actions.
* Open, track, and escalate support tickets with vendors.
* Follow through until issues are fully resolved and documented.
Automation & AI
* Use AI tools to draft emails, summarize docs, and create checklists.
* Build simple no-code automations (e.g., form → sheet → email/task).
* Help explore and prototype AI use cases and organize prompts and results.
Marketing & Web (Light Support)
* Create simple graphics or coordinate with designers (briefs, assets, approvals).
* Help update website content or coordinate with web partners.
* Keep small campaigns and tasks moving.
Must-Have Skills
* English fluency with strong writing and editing.
* Office suite: Microsoft Word and Excel or Google Docs and Sheets (intermediate+).
* Organization: prioritization, deadlines, and tidy formatting.
* Email etiquette: fast, clear, and professional.
* Phone presence: confident, friendly, and concise.
* AI-literate: comfortable using today’s AI tools to work faster.
* Follow-through: own tasks end-to-end and report progress proactively.
Nice to Have
* Background in IT or technical support; understanding of basic IT terms and environments.
* Experience with a task manager (Asana, Trello, ClickUp) and CRM basics.
* No-code or automation tools (Zapier, Make, Power Automate) experience.
How You Work
* Proactive: you update the CEO before they ask.
* Meticulous: details, spelling, formatting—always clean.
* Coachable: you take feedback well and improve fast.
* Adaptive: priorities change; you adjust and keep momentum.
* Team-first: you step in to help instead of slowing down the work.
* Urgency-aware: you know the difference between urgent and important.
Basic Requirements
* 2–5+ years in an EA, Operations, or Coordinator role (or similar).
* Strong written and verbal communication.
* Comfortable working in Pacific Time and being responsive during business hours.
