Position: Executive Assistant

Reports to: CEO (Heather)

Role

This position is dedicated to directly supporting the CEO in daily operations, strategic initiatives, and project execution. You will be responsible for handling administrative duties, managing CEO-specific workflows, and ensuring that the CEO’s time, priorities, and goals are consistently aligned with company vision. Your primary goal is to reduce noise, protect the CEO’s time and energy, and drive momentum on key projects.

You’ll need to be highly organized, proactive, and detail-oriented, with the ability to anticipate needs, problem-solve quickly, and maintain exceptional communication. This role does not involve team management or direct reports.

Responsibilities

Administrative & Business Support

• Calendar management, including call selection, confirmations, and scheduling in alignment with CEO preferences
• Inbox management with a goal of Inbox Zero within 4–6 hours
• Ensure all CEO emails, meetings, and personal responsibilities are addressed in a timely and strategic manner
• Manage logistics for travel, appointments, contracts, and event planning
• Assist with report scheduling, metrics tracking, and document organization

CEO Protection & Optimization

• Support the CEO in completing her personal waterfall and ideal day routines
• Document and manage CEO’s preferences, triggers, decision-making style, and thinking patterns
• Filter and manage calls, requests, and noise to protect the CEO's focus
• Provide reminders and planning around CEO’s self-care, family, and personal obligations

Project & Task Execution

• Ensure completion of key deliverables and assist with follow-up on project timelines
• Support tactical delivery of strategic initiatives, with clear progress updates
• Send Friday recaps and track CEO’s weekly commitment list
• Organize content assets (videos, podcasts, articles) and upload to platforms like LightSpeed
• Help manage ongoing task systems (e.g., Airtable) and improve documentation

Strategic Operations

• Execute the company cadence and ensure timely completion of targeted interactions
• Monitor business development and partnership opportunities with basic data assessments
• Coordinate with contractors and vendors for timely delivery and expense tracking
• Fact-check documents, materials, and outgoing communications

Results

• The CEO’s time is protected, and her calendar and inbox are streamlined
• Projects are completed on time with clarity and minimum effective dose systems
• All deliverables are sent on schedule, and invoicing is consistently on point
• The CEO is consistently supported and experiences reduced operational noise
• Company cadence and planning rhythms are maintained proactively

Requirements

• Strong organizational and time management skills
• High-level communication, responsiveness, and emotional self-regulation
• Experience supporting executives in fast-paced, remote environments
• Ability to anticipate needs, solve problems independently, and adapt quickly
• Proficiency in platforms like Airtable, Slack, and Google Workspace
• Understanding of executive protection and preference management
• No-excuses mindset with high accountability and personal drive

This position pays USD 1,000 on a monthly basis.