IMMEDIATE HIRE – Executive Assistant to CEO - Full Time (Long-Term)

We are seeking a detail-oriented Executive Assistant to work directly with the CEO in a full-time, long-term role (1+ year).

Attention to detail is the heart of this role. We need someone who reads carefully, follows instructions exactly, and double-checks their own work. If precision energizes you rather than annoys you, you will fit right in.

This role is for an A-player. You are comfortable working directly with a driven CEO who values speed, precision, and accountability. You will play a critical part in supporting the CEO’s day-to-day operations, communications, lead coordination, and organizational priorities. You must be proactive, able to anticipate needs without prompting, and comfortable operating in a fast-paced, high-accountability environment. You do not wait for instructions when priorities are unclear; you seek clarity and move forward. The right candidate manages multiple priorities without dropping details and maintains strict discretion.

We work closely and move quickly, so being reliably present makes a real difference. We trust you to maintain a work setup that lets you show up at your best: clear on video, smooth screen sharing, and no technical interruptions during meetings or deadlines. The choice of tools is yours, as long as they keep you fully present and productive.

Working hours are Monday through Friday during Pacific Time Zone business hours. Occasionally, irregular hours may be required during project deadlines or travel periods.

Role Mission & Outcomes

Mission

The Executive Assistant serves as a strategic force multiplier to the CEO, ensuring his time, attention, and energy are focused on the highest-leverage priorities.

The mission of this role is to reduce executive friction, increase decision velocity, and proactively manage the flow of information, commitments, and priorities around the CEO.

Outcomes:

• The CEO’s calendar, calls, and travel are structured and executed without friction.
• Leads, deals, and follow-ups are tracked and organized with no missed commitments.
• Community inquiries and issues are handled promptly and escalated appropriately.
• Executive communications are polished, accurate, and prepared in advance.
• Key deadlines, logistics, and cross-team coordination are visible and proactively managed to prevent slippage.
• Research is delivered in clear, concise summaries that support timely executive decision-making.
• Project logistics and scheduling are coordinated without last-minute disruption.
• Cross-team coordination is maintained so initiatives progress without executive intervention.

Core Responsibilities

Executive & Administrative Support

• Own and structure the CEO’s calendar to maximize focus and efficiency
• Coordinate meetings with clear preparation, agendas, and follow-ups
• Plan and execute travel logistics, including contingencies and documentation
• Maintain highly organized documentation and file systems to ensure clarity and rapid retrieval

Lead Coordination & Executive Support

• Track and manage CEO-owned leads and deal flow to ensure timely follow-up
• Coordinate scheduling and logistics for calls and meetings with the CEO’s leads
• Maintain organized records, notes, and follow-ups for CEO-managed communications
• Prepare the CEO for calls with organized notes, context, and clear objectives

Community Support & Management

• Assist with community building and management of the company’s online community platform
• Monitor community activity and ensure members receive timely responses
• Escalate important matters or opportunities to the CEO when necessary

Executive Communication & Content Support

• Draft executive communications on behalf of the CEO with minimal direction when appropriate
• Proofread email s and communications to ensure clarity, professionalism, and accuracy
• Conduct research to support executive initiatives, communications, or projects

Research, Logistics, & Project Coordination

• Research services, vendors, tools, or solutions as needed
• Coordinate scheduling, consultations, and logistics for various projects
• Proactively track project progress and surface risks before they impact timelines
• Maintain visibility on key deadlines and enforce follow-through across commitments

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Requirements

• Minimum 2 years experience as an Executive Assistant or similar role
• C2 Level English proficiency (please attach copy of your certificate when applying)
• Strong written English and ability to draft and edit professional communications
• Demonstrated ability to manage complex schedules and competing priorities without dropping details
• Consistently produces accurate work with minimal oversight
• Demonstrated ability to anticipate needs and act without constant direction
• Able to execute tasks accurately while proactively seeking clarification when needed
• Comfortable working in a fast-paced, high-performance environment
• Emotionally mature and able to remain steady under pressure
• Ability to handle sensitive and confidential information with absolute discretion and maintain strict confidentiality at all times
• Experience using AI tools (e.g., ChatGPT, Claude) and ability to leverage them effectively is preferred
• In the job application form, please enter “99” as your age
• Receptive to direct feedback and committed to continuous improvement, operating under high performance expectations

How to Apply:

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We look forward to working with you.