Executive Assistant #4828

Job Title: Executive Assistant to the CEO

Location: Remote (Full-Time)
Hours: 40 hours per week (availability required during CEO’s working hours)
Salary: $5/hr

Job Overview

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support a high-level CEO. This role requires a problem-solver with strong communication skills, the ability to anticipate needs, and the expertise to manage time-sensitive tasks with efficiency and discretion.

The ideal candidate will be responsible for managing the CEO’s schedule, prioritizing critical tasks, optimizing workflow, and coordinating high-value business and personal activities. You must be comfortable handling highly confidential information, working independently, and ensuring all operations run seamlessly.

Key Responsibilities

1. Optimize the CEO’s Time & Inbox Management
• Maintain zero inbox by 10 AM ET & 6 PM ET daily—filter, label, and respond using pre-approved email templates.
• Prioritize and organize CEO’s communications, ensuring only high-value emails reach their attention.
• Use SaneBox & Gmail filters to categorize emails into To Review, Responded, Waiting On, Financials, Investment, and Receipts.
• Respond on CEO’s behalf when appropriate, ensuring timely follow-ups and professional communication.

2. Calendar & Task Management
• Manage CEO’s personal and business schedule, ensuring time efficiency and priority alignment.
• Block mornings for deep work and workouts—no calls/meetings unless requested by the CEO.
• Coordinate weekly calendar audits (6-week view) to proactively identify conflicts and ensure commitments are met.
• Color-code events to categorize priorities (Revenue-Generating, Personal, Travel, Team Meetings, Speaking Engagements).

3. Travel & Event Coordination
• Book flights, accommodations, and transportation, ensuring all logistics are optimized for efficiency and cost.
• Maintain a travel folder with all necessary details, including itineraries, confirmation numbers, and emergency contacts.
• Follow up on speaking engagements & podcasts, ensuring recordings are obtained and saved.
• Coordinate Founder’s Dinners and networking events when CEO is in a new city.

4. Financial & Project Tracking
• Track CEO’s expenses and provide a monthly financial report summarizing key transactions.
• Follow up on invoices, collections, and payments in alignment with financial team.
• Maintain CEO’s ClickUp dashboard for tracking priority projects, ensuring deadlines are met.

5. Confidentiality & Team Communication
• Act as a gatekeeper, ensuring only critical messages from the team reach the CEO.
• Communicate with executive team, partners, and clients professionally and efficiently.
• Coordinate with the House Manager for personal logistics, including household deliveries, school pickups, and family travel planning.
• Sync weekly with CEO’s spouse to align personal and business schedules.

Qualifications & Skills Required
• At least 3 years of experience as an Executive Assistant, Administrative Assistant, or similar role.
• Exceptional organizational and time management skills—must be able to juggle multiple tasks simultaneously.
• Strong written and verbal communication skills.
• Tech-savvy—able to quickly learn and adapt to new software and AI tools.
• Discreet and highly professional in handling sensitive information.
• Problem-solving mindset—must anticipate needs and find solutions proactively.

Tools & Software You Will Use

? ClickUp – Task & project management
? Gmail Workspace & SaneBox – Inbox automation & email filtering
? Slack – Internal team communication
? Go High-Level CRM – Client & contact relationship management (Required)
? Reclaim.ai – Smart scheduling & AI calendar optimization
? Loom & Fathom – Meeting recording & transcription for actionable follow-ups
? ChatGPT & Perplexity – AI-driven research & automation

Working Hours & Availability
• Full-Time (40 hours per week).
• Daily Checkpoints:
? Morning (by 10 AM ET): Process inbox, set daily priorities, and confirm calendar schedule.
? Afternoon: Coordinate meetings, manage tasks, and process team communications.
? Evening (by 6 PM ET): Final inbox review, task wrap-up, and ensure next-day readiness.
• Flexibility: Occasional after-hours availability may be required for urgent tasks or travel coordination.

Why Join Us?
• Work directly with a high-performing CEO in a fast-paced business environment.
• Gain exposure to high-level business strategy, operations, and networking.
• Use cutting-edge AI tools to maximize productivity and efficiency.
• Long-term career growth opportunities with an established and growing company.

How to Apply:

If you’re a highly proactive, detail-oriented, and results-driven Executive Assistant looking for a challenging and rewarding role, apply now!