Executive Assistant to Chief Executive Officer

About This Role

Strategic Operations & Executive Support About the Company

We are an 8-year-old international company operating in the technology, education, and digital product space. Our company works across multiple markets, departments, time zones, and strategic initiatives. As the company continues to scale, the CEO requires a high-level Executive Assistant who can create structure, protect focus, manage communication, and help ensure important priorities are executed with discipline. This is not a basic admin role. This is a strategic executive support role for someone who understands speed, confidentiality, detail, communication, and ownership.

Role Summary

We are looking for an experienced Executive Assistant with minimum 5+ years of senior executive support experience to work directly with the CEO and act as a trusted operational partner.

The right person will manage the CEO’s calendar, communication, meetings, follow-ups, travel, priorities, documents, and key relationships. More importantly, they will help reduce noise, create order, and make sure the CEO’s time is focused on the highest-value priorities.

This role requires someone proactive, highly organized, discreet, emotionally intelligent, and confident enough to manage requests, follow up with senior team members, and keep important matters moving without needing constant instruction.

You will be expected to understand how the CEO works, anticipate what is needed, and help create a smoother operating rhythm across the business.

This role also includes support with presentations, leadership calls, training preparation, and internal communication materials. The EA is not expected to be the final creative owner, designer, or leadership trainer, but they should be able to organize rough ideas, notes, and voice messages into clear outlines, talking points, and first-draft structures.

Key Responsibilities

Calendar and Time Management

Own and manage the CEO’s calendar with precision and intent.

Prioritize meetings based on business importance, urgency, and strategic value.

Protect preparation time, deep work time, travel time, and recovery time where needed.

Avoid unnecessary back-to-back meetings by creating buffers and realistic schedules.

Review the calendar regularly to identify conflicts, inefficiencies, or low-value recurring meetings.

Ensure every meeting has clear context, location, links, attendees, and required preparation.

Inbox and Communication Management

Monitor, organize, and prioritize CEO communications.

Identify urgent, sensitive, or high-priority messages that require CEO attention.

Draft professional replies, internal messages, announcements, and follow-ups in the CEO’s tone.

Route messages to the right department or team member when CEO involvement is not required.

Maintain clear communication standards across email, messaging platforms, and internal tools.

Protect the CEO from unnecessary communication overload.

Meeting Preparation and Follow-Up

Prepare agendas, briefing notes, and key context before important meetings.

Ensure meeting materials, pre-reads, and documents are ready in advance.

Take accurate notes during selected meetings.

Capture decisions, action items, owners, and deadlines.

Follow up with team members to ensure actions are completed.

Track open items until they are closed.

Executive Team Coordination

Support the operating rhythm of the leadership team.

Coordinate executive meetings, leadership updates, and follow-up actions.

Work with department heads to collect updates, documents, metrics, or required information.

Help ensure that priorities are not forgotten or delayed.

Act as a reliable communication bridge between the CEO and internal stakeholders.

Presentation and Training Support

Support the CEO by organizing rough ideas, notes, and voice messages into clear outlines, talking points, and first-draft presentation structures for internal trainings, leadership calls, company updates, and company events.

Help prepare the CEO for leadership calls, internal trainings, retreats, conventions, and important meetings by organizing the message, structure, slides, and key talking points.

Coordinate with marketing, design, education, or content teams to turn approved ideas into polished decks and materials.

Maintain an organized library of CEO presentations, training decks, speeches, talking points, frameworks, scripts, and reusable content assets.

Track which materials have been created, updated, approved, and used.

Travel, Events, and Logistics

Plan and coordinate CEO travel, including flights, hotels, transfers, itineraries, and contingencies.

Prepare travel folders with confirmations, schedules, meeting details, and key contacts.

Coordinate business events, executive meetings, offsites, conferences, and leadership gatherings.

Support planning for internal and external company events where CEO involvement is required.

Ensure logistics are handled professionally and without last-minute confusion.

Project and Initiative Support

Support the CEO on strategic projects and cross-functional initiatives.

Track progress on important company priorities.

Coordinate with different departments to collect updates and keep execution moving.

Prepare summaries, reports, documents, and presentations when required.

Help organize information so the CEO can make decisions faster.

Support leadership, partner, board, or stakeholder materials if required.

Relationship Management

Maintain awareness of key internal and external relationships.

Help manage follow-ups with partners, customers, leaders, advisors, and important contacts.

Prepare context before important calls or meetings.

Track birthdays, anniversaries, key milestones, and relationship touchpoints where relevant.

Ensure important relationships do not go cold due to lack of follow-up.

Research and Information Support

Conduct research on companies, people, markets, vendors, events, competitors, or opportunities.

Summarize findings clearly and practically.

Prepare short briefs that help the CEO understand what matters and what action may be required.

Monitor relevant industry updates, competitor announcements, or business developments when needed.

Confidentiality and Discretion

Handle sensitive business, financial, legal, personal, and strategic information with complete confidentiality.

Use strong judgment when dealing with internal matters, leadership issues, private conversations, and company plans.

Understand what should be escalated, what should be handled directly, and what should remain confidential.

Required Experience

Minimum 5+ years of experience supporting a CEO, founder, chairman, senior executive, or C-suite leader.

Proven experience working directly with senior leadership in a fast-paced company environment.

Strong experience managing executive calendars, inboxes, meetings, travel, documents, and follow-ups across multiple time zones.

Experience handling confidential business, financial, legal, personal, and strategic information with discretion.

Experience coordinating with leadership teams, department heads, external partners, and key stakeholders.

Strong written communication skills, including the ability to draft professional emails, summaries, meeting notes, and presentation outlines.

Experience preparing executive materials, briefing notes, agendas, reports, and follow-up trackers.

Ability to work with limited supervision, manage competing priorities, and keep important matters moving without constant reminders.

Required Skills

Excellent organization and attention to detail.

Strong written and verbal communication.

Ability to prioritize quickly and make sound judgments.

High discretion and confidentiality.

Strong follow-through and ownership.

Calm under pressure.

Ability to push back respectfully when priorities conflict.

Ability to manage multiple moving parts without losing control.

Strong knowledge of tools such as Google Workspace, Microsoft Office, Slack, Zoom, Monday.com, Notion, Asana, or similar platforms.

Comfortable preparing documents, summaries, reports, meeting notes, and presentation outlines.

Preferred Skills

Experience in technology, SaaS, education, digital products, affiliate marketing, or international business.

Experience supporting a CEO in a scaling company.

Experience coordinating leadership meetings, board materials, investor updates, or partner communication.

Experience working with remote or global teams.

Familiarity with CRM systems, project management tools, and reporting dashboards.

Experience helping organize presentation materials, training documents, or executive communication content.

Personality Fit

We are looking for someone who is:

Proactive, not passive.

Structured, not scattered.

Discreet, not careless with information.

Confident, not easily intimidated.

Calm, not reactive.

Fast, but accurate.

Loyal, but honest.

Professional, but practical.

Able to work closely with a CEO without needing constant supervision.

What This Role Is

A strategic executive support role.

A trusted operational partnership with the CEO.

A role for someone who protects the CEO’s time and helps improve company execution.

A position for someone who can think ahead, manage details, coordinate people, and follow through.

A role that requires maturity, confidentiality, and strong judgment.

What This Role Is Not

This is not a basic secretary role.

This is not a role for someone who waits for instructions all day.

This is not a role for someone who only books meetings and travel.

This is not a role for someone who cannot handle confidential information.

This is not a role for someone who needs constant reminders to follow up.