Executive Assistant to Founder & CEO

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: TYPE OF WORK

Any

: SALARY

850 - 1050 DOE

: HOURS PER WEEK

30

: DATE UPDATED

Jul 10, 2026

JOB OVERVIEW

We're seeking a highly organized, proactive, and discreet Executive Assistant to support the Founder & CEO of a fast-paced, mission-driven company. The CEO leads a relationship-heavy business with a calendar full of executive meetings, strategic partnerships, conferences, and leadership responsibilities.

This is not simply a calendar management role. You'll serve as the operational backbone that keeps conversations, commitments, and priorities moving forward so that nothing falls through the cracks.

This is not a “keep the calendar tidy” role. This is a “nothing falls through the cracks across 15 concurrent relationship threads” role.

If you thrive on organization, anticipating needs before they arise, and creating order in fast-moving environments, we'd love to hear from you.

Responsibilities:

Calendar & Scheduling
* Manage complex scheduling across multiple time zones.
* Coordinate meetings with executives, partners, clients, and internal leadership.
* Resolve scheduling conflicts while protecting focus time and travel buffers.
* Arrange business travel, including flights, hotels, and ground transportation.
* Recommend calendar improvements that maximize executive productivity.
* Communicate schedule updates clearly with internal stakeholders.

Inbox & Follow-Up Management
* Monitor and triage the executive inbox.
* Flag urgent items requiring immediate attention.
* Maintain a follow-up tracking system so important conversations never go stale.
* Draft thoughtful follow-up emails and thank-you notes for executive review.
* Prepare weekly summaries of pending decisions, overdue items, and outstanding action items.

Meeting Preparation & Research
* Create concise briefing documents before external meetings, including:
* Background research
* Previous interactions
* Meeting objectives
* Recommended discussion points
* Gather presentations and supporting documents before meetings.
* Utilize approved AI tools to assist with research and document preparation.

Operations & Project Support
* Track action items from leadership meetings.
* Assist with document preparation, formatting, and coordination.
* Maintain confidentiality regarding sensitive company information.
* Support additional administrative and operational projects as needed.

Executive Support
* Assist with occasional logistics involving executive travel and scheduling.
* Help maintain an organized and efficient workflow for the executive.

Ideal Candidate

We're looking for someone who has:
* 3+ years supporting a Founder, CEO, or other C-suite executive
* Experience in startups, high-growth companies, or entrepreneurial environments preferred
* Exceptional written English with a warm, professional communication style

Advanced proficiency with:
* Google Workspace
* Slack
* CRM platforms (HubSpot experience is a plus)
* Calendly or similar scheduling tools
* Notion or other project management platforms
* Comfort using AI productivity tools responsibly
* Strong ability to anticipate needs and solve problems proactively
* Excellent organizational skills and attention to detail
* High level of discretion when handling confidential information
* Ability to work independently in a remote environment
* Meaningful overlap with Pacific Time business hours

Reports to: Founder & CEO

Employment Type: Part-Time (10–20 hours/week) with opportunity to grow into a full-time role. Candidates with 4–5 hours of overlap with Pacific Time are strongly preferred (e.g., Philippines evening shift, Latin America, Eastern Europe morning shift).

What Success Looks Like (First 90 Days)

* Scheduling runs smoothly with minimal executive involvement.
* No important follow-ups are missed.
* The executive spends less than 15 minutes per week coordinating meetings.
* Every external meeting includes a preparation brief delivered at least 24 hours in advance.
* A clear, organized system is established that can easily be maintained and handed off if needed.

SKILL REQUIREMENT

Attention to Detail Research Executive Assistance

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Executive Assistant to Founder & CEO

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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