Executive Assistant to the CEO

Executive Assistant to the CEO

Location: Remote

Work Hours: 8 AM to 6 PM Eastern Time, with the possibility of after-work hours if required

Work Days: Sunday to Sunday (Weekends are 20% of Weekdays)

Travel: Ability to travel to Miami, FL, and additional travel with the CEO worldwide

Nature of Work: The Executive Assistant to the CEO is a vital role responsible for supporting the CEO in both operational and strategic capacities, including managing organizational leadership and HR decisions. This role requires adaptability, strategic thinking, and the ability to handle complex tasks like managing employee onboarding, overseeing over 100 employees, and assisting in making critical hire/fire decisions. The Executive Assistant will also play a crucial role in executing tasks, managing time-sensitive matters, and maintaining strict attention to detail, ensuring no delays or careless mistakes.

The ideal candidate will have excellent communication skills and be able to work closely with leadership across the organization.

Must Haves:

1. Fluent/Native English
2. Critical thinking and solution-oriented
3. Eager to learn and become better

Roles and Responsibilities:

1. Daily Scheduling: Manage the CEO’s calendar, coordinate meetings, calls, and events. Schedule appointments, plan travel, and organize logistics for meetings. Use tools like Google Calendar, Calendly, and Asana to optimize time management.
2. Managing 100+ Employees: Oversee and manage the coordination of 100+ employees, ensuring smooth communication and workflow. Collaborate with team leads and department heads to ensure employee engagement and satisfaction.
3. Employee Onboarding: Manage the onboarding process for new employees, ensuring they are properly integrated into the organization. Coordinate training, orientation, and the necessary documentation for new hires.
4. De-Escalations with High-Value Customers: Assist in handling high-priority customer inquiries and resolving issues promptly. Provide calm, clear communication during de-escalations to ensure customer satisfaction.
5. Sales and Product Knowledge: Support the CEO in promoting and selling company products and services. Assist with lead follow-ups and manage CRM tools to keep track of customer interactions.
6. Contractual Agreements: Draft and review contractual agreements, ensuring compliance with company policies. Collaborate with relevant stakeholders to secure beneficial terms for the company.
7. Strategy Implementation: Assist in implementing strategies to drive organizational growth and gain. Provide input on decision-making processes that impact company performance.
8. Making Tough HR Decisions: Assist the CEO in making tough HR decisions regarding hiring and firing of employees. Ensure compliance with HR policies and provide support during transitions.
9. Communicating with Leadership: Communicate decisively with leadership across the organization, ensuring alignment with the CEO’s directives. Serve as the point of contact between the CEO and other executives or departments.
10. Problem Solving and Critical Thinking: Identify potential challenges and implement creative, effective solutions. Act as a gatekeeper and advisor to the CEO, helping prioritize tasks and issues.
11. Implementing SOS Solutions: Take charge of SOS solutions during times of organizational turmoil, ensuring swift problem resolution.
12. Learning CEO's Behavior and Navigating Problems: Quickly learn the behavior and working style of the CEO. Assist in navigating complex situations and solving problems with the CEO, especially in high-pressure environments and tight schedules.
13. Tech Proficiency: Utilize AI tools like ChatGPT to assist with tasks such as drafting communications, customer responses, and content creation. Be proficient in using platforms such as Google Workspace, Calendly, Gmail, Microsoft Word, and other office management tools.
14. Buying Organizational Needs Online: Manage purchases for organizational needs through platforms like Amazon or other vendors, ensuring timely procurement.
15. Communication and Documentation: Draft and proofread emails, reports, and presentations for the CEO. Manage executive communications with internal and external stakeholders.
16. Quick Response and Execution: Be quick to answer, respond to, and execute tasks that support the CEO’s operations and the company’s urgent needs.
17. Administrative and Logistical Support: Manage expense reports, invoices, and other documentation related to executive tasks. Support the CEO with event planning, logistics, and other ad-hoc duties as needed.
18. After-Hours Availability: Be available for occasional after-hours work when urgent matters arise.
19. Accepting Criticism and Learning from Mistakes: Embrace constructive feedback and learn from any mistakes to improve performance and efficiency.
20. Travel: Be available to travel to Miami, FL, as required by the CEO. Be prepared for additional domestic and international travel alongside the CEO for meetings, events, or other organizational needs.

Skills and Qualifications:

1. Educational Background: Bachelor’s degree in Business Administration or a related field is preferred.
2. Experience: Previous experience as an Executive Assistant or in a similar role supporting senior executives.
3. Tech-Savvy: Strong proficiency in AI tools, particularly ChatGPT, and advanced skills in Google Workspace, Calendly, Gmail, Microsoft Word, and similar platforms.
4. Problem-Solving Abilities: Ability to think critically and resolve problems swiftly with little supervision.
5. Communication Skills: Strong written and verbal communication skills with the ability to handle sensitive information confidentially.
6. Organizational Skills: Exceptional organizational and multitasking abilities to handle scheduling, documentation, and logistics efficiently.
7. Leadership Communication: Ability to communicate decisively and confidently with senior leadership across the organization.
8. HR Acumen: Ability to assist in hiring and firing decisions and manage the employee onboarding process.
9. Assertiveness and Attention to Detail: Be assertive and proactive, ensuring tasks are completed on time with no delays.
10. Flexibility and Adaptability: Willingness to adapt to changes, be available after hours if needed, and travel as required.
11. Critical Thinking and Quick Execution: A quick thinker who can respond to requests and execute tasks efficiently to meet organizational demands.