You are the operational counterpart to the CEO.The CEO generates opportunities, ideas, initiatives, partnerships, and direction. Your job is to convert those inputs into ownership, timelines, accountability, execution plans, and measurable progress.You will sit at the center of priorities, projects, decisions, and communication. When direction is unclear, you create clarity. When ownership is missing, you identify it. When commitments are made, you ensure they are tracked through completion.This role combines elements of Executive Assistant, Chief of Staff, Project Manager, and Operations Partner, but the primary function is execution.You will regularly make judgment calls about what deserves CEO attention, what should be delegated, and what should be deprioritized.This role is not for candidates who need daily direction, wait for perfect instructions, or are uncomfortable pushing back on senior leadership when execution risks exist.Core ResponsibilitiesAct as the first operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO.When new requests enter the CEO's inbox, calendar, or communication channels: Determine whether the CEO must be involved; Identify items that can be delegated; Flag items that should be postponed; Recommend items that should be declined; Protect executive focus by preventing unnecessary involvement.When priorities conflict, surface recommendations instead of simply presenting problems.Project ExecutionWhen the CEO introduces a new initiative, partnership, idea, or strategic priority: Convert it into a documented execution plan; Define objectives and desired outcomes; Assign ownership; Establish timelines and milestones; Define success metrics; Determine immediate next actions.Maintain visibility from project launch through completion.Follow up proactively when deadlines slip, ownership becomes unclear, or momentum stalls.Meeting ManagementBefore executive and leadership meetings: Prepare briefing documents; Gather relevant background information; Identify risks and unresolved decisions; Present recommended actions.During meetings: Capture decisions in real time; Document commitments and ownership; Record action items requiring follow-through.After meetings: Distribute action items; Confirm ownership; Track completion; Follow up until commitments are executed.If decisions are made without clear owners, resolve the ambiguity immediately.Leadership AccountabilityMaintain a single source of truth for active initiatives.Track: Deliverables; Deadlines; Risks; Escalations; Bottlenecks; Ownership.Provide weekly executive reporting that highlights: Progress; Risks; Missed commitments; Decisions requiring executive input.Escalate execution risks before they become operational problems.Communication ManagementDraft and manage: Leadership updates; Internal communications; Meeting summaries; Follow-up messages; Strategic announcements.Translate CEO direction into communication that teams can execute without requiring repeated clarification.Decision TrackingMaintain a CEO Decision Log.For every significant decision: Document the decision; Capture why it was made; Record ownership; Track execution status.Prevent repeated discussions caused by missing documentation or unclear accountability.Organizational ClarityIdentify situations where: Ownership is unclear; Multiple leaders believe they own the same initiative; Priorities compete for the same resources; Teams are overcommitted; Strategic direction is being interpreted differently across departments.Escalate issues with recommended solutions rather than observations alone.RequirementsRequirements (Non-Negotiable)5+ years supporting founders, CEOs, executives, or business ownersStrong project management experience across multiple concurrent initiativesExperience coordinating work across multiple departmentsExceptional written EnglishExperience creating executive reports and operational updatesExperience documenting processes, systems, and workflowsStrong organizational systems thinkingAbility to manage competing priorities without constant supervisionYou must be comfortable:Making decisions with incomplete informationFollowing up repeatedly when accountability is weakChallenging assumptions respectfullyManaging founder-driven environments with frequent changesOperating independently for extended periods without detailed directionCandidates who primarily identify as administrative assistants without execution ownership experience are unlikely to succeed in this role.ToolsExecutive reporting systemsProject management platformsDocumentation systemsWorkflow and process documentation toolsCalendar management systemsEmail management systemsWhat We Actually Care AboutYou create structure when none exists.You notice ownership gaps before they become execution failures.You follow through on commitments without being reminded.You can tell a CEO "we are not ready to launch this yet" and support that recommendation with evidence.You turn ambiguous direction into clear actions for others.You help leaders move faster by reducing confusion, not by creating additional process.What This Role Is NOTA calendar-only Executive Assistant roleA task-taker position that waits for instructionsA meeting scheduler with no responsibility for outcomesA role for candidates who avoid difficult accountability conversationsA support position where success is measured by responsiveness instead of executionPosition DetailsType: Independent ContractorWork Environment:Fully remoteFast-moving founder environmentHigh-accountability cultureHours:US-aligned business hoursAvailability during core executive operating hours requiredAsync Expectations:Operate independentlyMaintain clear written communicationDocument decisions and status updates proactivelyDrive progress without requiring constant check-insBenefitsPTOHMOFully Remote WorkCompetitive Salary Package
3 months ago