Executive Assistant to Chief Executive Officer

About the Role

We’re looking for a high-performing Executive Assistant to support our CEO directly. This isn’t a traditional calendar-and-travel EA role — it’s a hands-on, high-trust position spanning executive support, light bookkeeping, office management, and project coordination. You’ll be the person who makes sure nothing falls through the cracks, whether that’s the CEO’s calendar, the books, the office supply closet, or a project deadline.

This role suits someone who is exceptionally organized, comfortable juggling very different types of work in the same day, and energized by ownership rather than needing a script. You’ll be one of the most trusted people in the company, with visibility into schedules, communications, and finances that most employees never see. Discretion isn’t optional — it’s the job.

What You’ll Do

Executive Support

• Own the CEO’s calendar end-to-end — proactively resolving conflicts, protecting focus time, and prioritizing based on business context, not just first-come-first-served
• Manage travel logistics, meeting prep, and follow-ups
• Serve as a gatekeeper and first point of contact for the CEO’s time and attention
• Be reachable during off-hours (including occasional early-morning or late-night needs) for genuinely time-sensitive matters — this is the exception, not the daily norm, but you need to be someone who can flex when it counts

Project & Meeting Coordination

• Help manage projects for the CEO — tracking deadlines, owners, and status so nothing slips
• Set up and coordinate meetings, including agendas and follow-up action items
• Keep a clear system (tools/trackers) so priorities and progress are visible at a glance
• Chase down loose ends across teams without needing to be asked twice

Financial & Bookkeeping Support

• Track and categorize expenses, reconcile credit card statements, and process invoices
• Maintain accurate, organized records in our accounting software (e.g., QuickBooks/Xero)
• Prepare simple financial summaries and flag anomalies before they become problems
• Partner with our outside bookkeeper/accountant for monthly reviews and tax prep — you’re not replacing that function, you’re the reliable first line of it

Office Management

• Own the day-to-day running of the office — a place people actually want to work
• Manage cleaning staff and other office vendors (scheduling, quality, issue resolution)
• Coordinate repairs and maintenance, from small fixes to vendor call-outs
• Order and stock supplies before anyone notices they’re running low
• Be the go-to point person for anything office-related

Operations & Judgment Calls

• Take ambiguous asks and turn them into completed tasks without needing hand-holding
• Build lightweight systems and checklists so recurring work doesn’t require reinventing the wheel each time
• Identify problems before being told about them

What We’re Looking For

• 3+ years supporting a founder, executive, or senior leader directly (not just supporting a team)
• Some exposure to bookkeeping, AP/AR, or finance-adjacent work — you don’t need to be a CPA, but numbers shouldn’t intimidate you
• Exceptionally structured and organized — you naturally default to systems, checklists, and trackers rather than keeping things in your head
• Experience coordinating projects or juggling multiple workstreams with competing deadlines
• Comfortable managing vendors or junior staff (e.g., cleaning crews, contractors) — clear communication, follow-through, and holding people to standards
• A track record of ownership — you fix what’s broken rather than waiting to be told
• Excellent judgment with sensitive/confidential information
• Comfortable with a non-9-to-5 rhythm; the day-to-day is generally normal hours, but urgent items don’t always wait for business hours
• Strong written and verbal communication — you’ll often be speaking or writing on the CEO’s behalf

Nice to Have

• Background in a startup, high-growth company, hospitality, or another fast-paced environment
• Experience with expense/accounting tools (QuickBooks, Xero, Ramp, Bill.com, etc.)
• Experience with project or task management tools (Asana, Monday, Notion, etc.)
• Prior experience where you built or improved a process, not just executed one