AI- Fluent
Seamless Assist Vezi toate joburile
- București
- Permanent
- Full-time
Reports to Founder & CEO; coordinates with COO on broader admin scope (TBD)
Type Full-time preferred.
Hours US business hours · Pacific Time strongly preferred
Location Remote — anywhere (PST overlap required)
Tools Gmail, Teamwork, AI tools, Google Calendar, ZoomRole OverviewThe CEO of this firm runs multiple companies, produces a weekly podcast, leads client advisory relationships, and operates at a pace that leaves most people scrambling. Until recently she had a dedicated EA who made that pace sustainable. That person has stepped back.The gap is visible: emails pile up, follow-ups drop, calendar conflicts appear. The mental overhead of managing her own inbox and schedule is pulling the CEO away from high-value work that only she can do. This role eliminates that overhead — not reduces it. When this person is working well, the CEO opens her calendar and it is clean, opens her inbox and the urgent things are handled, and she is never chasing information or missing a follow-up.Key ResponsibilitiesInbox ownershipTriage Gmail daily: categorize, flag urgent, draft responses in the CEO's voice for her review, close out anything that does not need her attentionMaintain inbox zero — if something is sitting there, you have a plan for itDraft client-facing and partner communications that sound like the CEO, not like an assistant wrote itIdentify threads that need escalation before the CEO notices them, not afterCalendar managementSchedule all meetings and calls with clear prioritization: client commitments first, business development second, internal thirdBuild in prep time before important meetings and processing time afterProactively identify and resolve conflicts — surface options, not problemsSend timely reminders with context: who is on the call, what was discussed last time, what the CEO needs to have readySay no gracefully on the CEO's behalf when the calendar is at capacity — this is part of the role, not an edge caseFollow-up and open loop managementTrack every open action item — internal and external — and follow up without being askedWhen the CEO commits to something in a meeting, it is logged before the call ends and follow-up is scheduledReach out on the CEO's behalf to move decisions, retrieve information, or elicit replies — with the right level of assertiveness for each situationKnow the difference between what needs the CEO immediately, what can wait until end of day, and what you can handle yourself — and act on that without requiring guidance each timeMeeting preparation and follow-throughPrepare a brief agenda and background note for every significant meeting — who it is with, the objective, what the CEO needs to know going inCapture action items during or after meetings and distribute to relevant peopleTrack those action items through to completionCompany-wide admin (if combined role — to be confirmed)Manage and maintain task records across teams in Teamwork — the company's central project management systemSupport new hire onboarding: system access, welcome materials, first-week schedulingHandle document management, template maintenance, internal SOP updatesAssist with billing admin and payment tracking coordination with the accounting teamWho Will SucceedThe EA who thrives here does not wait for direction and execute tasks. They walk in, figure out what the CEO needs before she says it, and build systems that make everything run more smoothly every week. The CEO moves fast, thinks ahead, and often communicates in shorthand. This person matches that pace.Proactive by nature — has sent a follow-up before being asked, flagged a problem before it became one, resolved a conflict before anyone noticedHigh urgency awareness — reads situations accurately: knows what needs to happen in 15 minutes vs. end of day vs. next week, and acts accordingly without being toldWrites well in other people's voices — drafting an email that sounds like the CEO, not like an assistant, is a real skill and this person has itDiscreet — handles sensitive client and financial information daily without exceptionHolds multiple open threads simultaneously without dropping any — has a system, not just a good memoryExperience & SkillsRequired: 2+ years supporting a founder, C-suite executive, or senior leader in a fast-paced environmentRequired: Exceptional written English — will draft communications in the CEO's voiceRequired: Gmail mastery — labels, filters, canned responses, zero-inbox disciplineRequired: Strong calendar management — experience owning a busy executive's schedule across time zonesRequired: Proactive follow-up orientation — can demonstrate specific examples of tracking and closing open loopsRequired: Discretion — non-negotiable given access to sensitive business and client informationRequired: AI-fluent — uses AI to draft faster, research context, summarize, and work more efficientlyPreferred: Prior EA experience at a professional services, consulting, or financial advisory firmPreferred: Teamwork or equivalent PM tool experiencePreferred: Experience supporting a high-profile executive or public-facing founder