Executive Assistant to CEO
About the job
Role Summary
Be the CEO’s force-multiplier across a portfolio of units (operations, HR, finance, development). You’ll own the calendar and inbox, prep materials, track decisions and follow-ups and create lightweight SOPs that keep everyone aligned—especially when the CEO is unavailable.
You’re proactive, discreet and comfortable bringing structure to ambiguity.
Responsibilities
Executive support
● Inbox triage and drafting; maintain priority queues and same-day responses.
● Complex calendar management across entities; schedule with urgency and context.
● Prepare meeting briefs, agendas, and recap notes with action items and owners.
● Arrange travel; manage expense/receipt workflows.
Operational glue
●Track cross-functional projects and deadlines; chase follow-ups diplomatically.
● Draft/update SOPs, checklists, and simple dashboards for recurring rhythms.
● Serve as point of contact when CEO is unreachable; exercise judgment on escalations.
Communication
● Draft professional emails, memos, and light presentations; format spreadsheets/reports.
Tools
● Google Workspace/M365, Slack/Teams, Zoom, project trackers (Asana/ClickUp/Trello), basic spreadsheets, e-signature.
Must-Haves
● Proven EA experience with founders/C-suite (startups or multi-entity preferred).
● Outstanding written and spoken English and a confident phone presence.
● Anticipatory thinking, prioritization, and calm under time pressure.
● High discretion with sensitive HR/finance/strategic matters.
● Process builder who creates order without excessive bureaucracy.
Nice-to-Haves
● Exposure to EMS/healthcare, field operations, or union/hourly workforces.
● Bachelor’s degree; advanced study an advantage.
● Comfortable creating simple dashboards and status reports.
“What good looks like” in 90 Days
● CEO’s inbox and calendar under control; no missed commitments.
● Recurring executive rhythms (weekly priorities, WBRs) established and documented.
● Clear SOPs/checklists for frequent workflows; measurable reduction in CEO context-switching.
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