Executive Assistant (EA) to the CEO

Executive Assistant to the CEO

Short Description:

At a very high level, this role consists of four major duties:

• Manage projects on behalf of the CEO
• Handle CEO’s communication
• Attend meetings to take notes
• Remind CEO about tasks and assist with follow-ups

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Here is a recording of the job description. Watch to learn more about what we're looking for!

https://www.loom.com/share/67bafab6541349be9a7e39284f5e5a14?sid=1dc35e64-92f4-417d-94cc-6073a37692cd

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Long Description:

As the CEO’s Executive Assistant, you will increase the CEO’s productivity and effectiveness. This job needs strong organizational skills and a keen eye for detail. You must also handle many tasks at once. You will be the main contact for the CEO. You’ll manage many tasks that affect the company’s operations and success.

The perfect candidate for this role is proactive and communicative. They should also anticipate needs before they come up. You should feel at ease in a fast-paced setting. You need to prioritize tasks well and have a knack for organizing. Paying close attention to detail is key. You also need to manage projects on your own. Keep the CEO updated on progress and any issues that may arise. You will play a key role in keeping the CEO's work and personal schedule on track. This lets them focus on strategic decisions and growing the company.

Key Responsibilities:

Project Management for CEO

• Manage and coordinate various projects on behalf of the CEO
• Track project progress, deadlines, and deliverables
• Prepare and distribute project status reports
• Research and compile information for decision-making
• Proactively communicate with the CEO about project status and any potential issues

Meeting and Task Management

• Attend meetings to take detailed notes
• Identify and document key points and action items from meetings
• Assign tasks to appropriate team members or add them to project management tools
• Create and maintain a comprehensive to-do list of action items
• Follow up on tasks assigned to other people
• Remind the CEO about important tasks and deadlines

Calendar Management

• Coordinate internal and external meetings and appointments
• Manage the CEO's weekly calendar, including business meetings, personal appointments, and family commitments
• Arrange travel plans, including flights, accommodations, and itineraries
• Schedule and coordinate various appointments (e.g., business meetings, doctor visits)

HR-Related Tasks

• Process and manage job applications
• Upload and edit CEO's video content for recruitment purposes
• Add captions to videos and upload them to YouTube
• Create job advertisements and descriptions for various platforms

Business Services Projects

• Research and initiate business certifications for different states
• Investigate and compare vendors for various services (e.g., business insurance, cybersecurity insurance)
• Complete and submit state-based reports and other regulatory filings

Email and Communication Management

• Assist with email workflows, including client payment follow-ups
• Draft and edit correspondence on behalf of the CEO
• Manage phone calls and messages, prioritizing as necessary

Miscellaneous Support

• Handle sensitive and confidential information with discretion
• Assist with personal tasks as requested by the CEO
• Continuously improve processes and suggest efficiency enhancements

1. Attention to Detail
• Meticulous approach to work
• Ability to spot errors and inconsistencies
• Thorough and accurate in all tasks
2. Organization and Time Management
• Exceptional organizational skills
• Ability to prioritize tasks and manage time effectively
• Skill in creating and maintaining efficient systems and processes
3. Adaptability and Flexibility
• Ability to adjust quickly to changing priorities
• Comfort with ambiguity and evolving situations
• Willingness to take on diverse tasks as needed
4. Communication
• Clear and concise articulation of ideas
• Ability to communicate effectively with all levels of the organization
• Active listening abilities
5. Problem-Solving
• Ability to analyze situations and propose effective solutions
• Critical thinking skills

Work Environment

- Our company is headquartered in Wisconsin, USA, but you can work remotely
- Flexible work week with some overlap over US time zone

Financial and Wellness Benefits

- Internet stipend
- Gym membership stipend

Time Off

- Your public holiday schedule will be the country of your residency

Professional Growth
- Work in an industry with cutting-edge AI and innovative technologies
- Continuous learning and improvement cycle

Team Culture

- Supportive and fun team environment
- Collaboration with creative, out-of-the-box thinkers
- Low bureaucracy, high-impact work environment