Executive Business Partner to the CEO

Job Type: Full-Time, Remote
Schedule: 40 hours per week
Compensation: USD $5–$6 per hour

The position offers a flexible schedule, with occasional overlap required for executive meetings, time-sensitive priorities, and coordination with internal and external stakeholders.

About the Role

We are seeking a highly organized, proactive, and AI-savvy Executive Business Partner to support a CEO leading multiple organizations, business ventures, leadership initiatives, and strategic projects.

This is not a traditional Executive Assistant position focused primarily on calendar management and administrative tasks. We are looking for someone who can truly function as an extension of the CEO—someone who creates leverage, increases leadership capacity, helps move the businesses forward, and has the potential to grow into a Chief of Staff role.

The right candidate will anticipate what is coming next, exercise sound judgment, take ownership of responsibilities, and follow matters through to completion without requiring constant direction.

You will help the CEO manage priorities, protect executive time, prepare for important meetings and decisions, coordinate projects and travel, and ensure that commitments do not fall through the cracks. You will be expected to bring solutions, recommendations, and thoughtful next steps instead of simply waiting for instructions.

Being comfortable with AI tools, eager to continue learning, and naturally inclined to take initiative are essential for success in this position.

Key Responsibilities
Executive Partnership and Priority Management

• Serve as a trusted extension of the CEO across multiple organizations and business initiatives
• Understand the CEO’s priorities, commitments, leadership responsibilities, and desired outcomes
• Anticipate needs, identify potential challenges, and recommend appropriate next steps
• Help translate executive priorities into clear actions, timelines, and deliverables
• Protect the CEO’s time and attention by distinguishing urgent matters from lower-priority requests
• Prepare daily, weekly, and monthly executive briefings
• Maintain visibility across important decisions, deadlines, commitments, and follow-ups

Inbox and Executive Communication

• Proactively manage and organize the CEO’s inbox
• Identify urgent, sensitive, or high-priority communications
• Draft, edit, and proofread professional correspondence
• Respond to approved communications on the CEO’s behalf when appropriate
• Take ownership of follow-ups and track them until they are completed
• Maintain discretion when handling executive-level, financial, personnel, or confidential information
• Escalate sensitive matters appropriately and provide relevant context

Calendar and Meeting Management

• Strategically manage and optimize the CEO’s calendar
• Coordinate meetings, appointments, and scheduling logistics across multiple organizations
• Evaluate meeting requests based on executive priorities and business value
• Anticipate scheduling conflicts and resolve them proactively
• Protect focus time and ensure sufficient preparation time before important meetings
• Confir ---------- eting details, participants, objectives, and required materials in advance

Meeting Preparation and Follow-Through

• Prepare agendas, briefing documents, background research, and talking points
• Ensure the CEO is properly prepared before meetings, presentations, calls, and events
• Attend meetings when required and capture detailed notes, decisions, and action items
• Prepare post-meeting summaries and recommended next steps
• Assign, track, and follow up on action items until completion
• Maintain decision logs and accountability systems
• Ensure commitments made during meetings are documented and executed

AI-Enabled Executive Support

• Use approved AI tools, including ChatGPT and HeyGen, to improve executive productivity
• Create summaries, reports, meeting notes, SOPs, presentations, posters, flyers, and other business materials
• Use AI to support research, planning, drafting, preparation, and process improvement
• Help develop automations, dashboards, templates, and productivity systems
• Identify and recommend AI tools that can improve efficiency across the CEO’s organizations
• Continuously learn new AI-supported workflows and apply them responsibly
• Review and verify AI-generated work before it is presented or used

Operations and Project Coordination

• Track multiple projects, deadlines, deliverables, and dependencies
• Coordinate with internal teams, vendors, clients, partners, and external stakeholders
• Follow up with responsible parties and ensure agreed-upon work is completed
• Identify delays, risks, and missing information before they become urgent problems
• Prepare reports, spreadsheets, presentations, dashboards, and status updates
• Maintain organized documentation, filing systems, and shared records
• Bring possible solutions and recommendations when presenting challenges to the CEO

Travel and Logistics

• Coordinate travel arrangements from start to finish
• Research and book flights, accommodations, transportation, and other travel requirements
• Prepare detailed itineraries and executive travel briefing packets
• Confirm reservations, meeting locations, schedules, and contact information
• Anticipate potential travel issues and prepare backup options
• Coordinate logistics for conferences, events, meetings, and site visits
• Support follow-up activities after trips and events

Business Support and Leadership Capacity

• Help the CEO maintain visibility across multiple organizations and priorities
• Recognize where decisions, follow-ups, or executive attention are needed
• Improve systems that reduce repetitive work and increase leadership capacity
• Support strategic initiatives and special projects as assigned
• Develop a strong understanding of the CEO’s businesses, goals, stakeholders, and leadership style
• Demonstrate the judgment and ownership necessary to grow into broader Chief of Staff responsibilities

Required Qualifications

• Proven experience as an Executive Assistant, Executive Business Partner, Operations Assistant, Chief of Staff Assistant, or high-level Virtual Assistant
• Experience supporting a CEO, founder, senior executive, or multi-business leader
• Strong proficiency in Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive
• Experience using AI tools such as ChatGPT, HeyGen, or similar platforms
• Excellent spoken and written English communication skills
• Strong organizational, prioritization, and multitasking abilities
• Ability to work independently with minimal supervision
• Demonstrated ability to take ownership and follow responsibilities through to completion
• Sound judgment and the ability to handle sensitive situations professionally
• High level of discretion and confidentiality
• Strong problem-solving and critical-thinking skills
• Stable internet connection and a professional remote-work setup
• Availability to work full-time for 40 hours per week

Preferred Qualifications

• Experience supporting a CEO who oversees multiple businesses or organizations
• Previous experience in an Executive Business Partner or Chief of Staff–support role
• Familiarity with project management tools, CRMs, Canva, dashboards, and automation platforms
• Experience creating professional presentations, reports, posters, flyers, and executive materials
• Background in education, childcare, healthcare, consulting, leadership development, or multi-location businesses
• Experience coordinating complex travel, executive meetings, projects, or events
• Strong systems-thinking mindset and an interest in improving business processes
• Ability to research unfamiliar topics and quickly develop working knowledge

What We’re Looking For

We are looking for someone who is:

• Proactive rather than reactive
• Able to anticipate needs before being asked
• Comfortable taking ownership without constant reminders
• Highly organized and detail-oriented
• Reliable with strong follow-through and accountability
• Able to exercise sound judgment independently
• Calm, resourceful, and effective in a fast-moving environment
• Comfortable managing competing priorities across multiple organizations
• Tech-savvy and confident using AI-supported tools
• Curious, adaptable, and eager to continue learning
• Comfortable bringing recommendations—not just identifying problems
• Interested in growing into a position with Chief of Staff potential

How Success Will Be Measured

Success in this role means:

• The CEO is consistently prepared for meetings, decisions, travel, and major priorities
• Important communications and follow-ups are completed on time
• Projects and commitments do not fall through the cracks
• The CEO’s calendar reflects the highest-value priorities
• Information is organized and easy to access
• Challenges are identified early and presented with possible solutions
• AI and automation tools are used responsibly to improve productivity
• The CEO has greater capacity to focus on leadership, strategy, and business growth