Executive Assistant to CEO

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About The Role The Executive Assistant to the CEO exists for one purpose: to maximize the CEO’s time, efficiency, and daily execution. This role owns the calendar, logistics, and administrative infrastructure that keeps the CEO operating at full capacity. It requires someone who is exceptionally organized, exercises strong independent judgment, and communicates with clarity and precision in every direction.

This is not a role that operates by waiting to be told what to do. The EA anticipates needs, structures information before it is requested, and makes confident independent calls within defined scope. The CEO should never have to think about logistics, scheduling, or administrative execution. That thinking belongs to this role.

The EA works in close coordination with the Chief of Staff. The Chief of Staff shapes what should be on the CEO’s calendar. The EA owns executing that calendar flawlessly. The two roles are distinct and must stay that way.

What You’ll Do **Calendar & Time Management**

• Own the CEO’s calendar end-to-end: schedule, protect, and sequence the CEO’s time based on defined priorities
• Apply consistent gatekeeping: evaluate all scheduling requests, decline or reschedule conflicts, and protect high-value focus time without requiring the CEO to intervene
• Ensure all prep materials, briefing documents, and supporting information are organized and available before every commitment
• Coordinate with the Chief of Staff on calendar priorities, upcoming key meetings, and scheduling decisions that require strategic input

**Meeting & Communication Support**

• Schedule and coordinate all internal and external meetings, ensuring all parties have the information they need in advance
• Prepare or source agendas, materials, and pre-read documents for all CEO meetings
• Track follow-ups, action items, and reminders arising from CEO meetings and communications, ensuring nothing falls through
• Triage the CEO’s inbox continuously, using AI-assisted tools to route every email to the correct owner: emails within EA scope are handled directly, emails requiring strategic input are escalated to the Chief of Staff, and all other emails receive a draft response in the CEO’s voice for review or direct send
• Maintain response discipline across the CEO’s inbox: emails tied to revenue, commercial relationships, or financial commitments are responded to or escalated within 24 hours; all other correspondence within 48 hours
• Draft non-strategic replies on behalf of the CEO, manually or AI-assisted, that are accurate in tone, clear in content, and indistinguishable in quality from communications the CEO would send personally

**Logistics & Execution**

• Plan and coordinate all CEO travel end-to-end: flights, accommodation, ground transportation, itineraries, and contingency planning
• Manage CEO expenses: track, organize, and submit expense reports accurately and within required timelines
• Coordinate internal and external events as needed, including logistics, communications, and on-the-day execution
• Anticipate logistical needs before they arise and resolve them without waiting to be asked

**Personal & Professional Coordination**

• Manage personal scheduling, errands, and coordination needs as defined by the CEO
• Coordinate across office and household needs as required, handling personal logistics with the same standard of execution as professional ones
• Maintain strict confidentiality across all personal and professional matters handled in this role

**AI-Enabled Execution**

• Actively apply AI tools to every aspect of the role: drafting communications, organizing information, preparing briefing materials, managing scheduling complexity, and identifying ways to increase the CEO’s operational efficiency
• Stay current on emerging AI tools and bring forward applications that could improve the quality or speed of executive support
• This role is expected to be a practitioner, not a passive observer: AI fluency is a core competency, not a bonus

**Operating Cadence**

• Daily: Calendar review, logistics preparation, and proactive anticipation …