Executive Assistant

Job description

We are seeking an elite Executive Assistant who operates as a Strategic Extension of the CEO. This is a role for a “Force Multiplier”, someone who doesn’t just manage the CEO’s time but actively manages their energy, focus, and business intent. The primary mission is to give the CEO back their time and mental bandwidth by decoding organizational noise, leading company-wide alignment, and operating as a proxy in decision-making to ensure the Office of the CEO operates at “Healthy High Performance”.

Responsibilities & Duties:

• Strategic Business Partnering (The “CEO Filter”): Capture the strategic narrative in meetings (Contextual Intelligence), provide “decision-ready” intel via executive dashboards (The “Briefing” Method), and make proxy decisions on low-to-mid-level operational matters.
• Elite Operational Mastery: Shift from reactive tasks to proactive “Workflow Architecture.” Design systems that reduce friction, including leading the management of OKR tracking and implementing AI-driven scheduling systems to reduce manual coordination.
• Governance & Financial Stewardship: Manage intellectual property tasks (trademark applications) and maintain a “Standardized Executive Report Repository.” Oversee the corporate credit buffer and drive a measurable reduction in unnecessary executive expenses through pre-approval workflows.
• Stakeholder Management & “Biz Rizz”: Act as the Brand Ambassador for the CEO’s office. Facilitate interdepartmental alignment meetings (bridging Operations, People & Culture, Sales, Finance, and other functional departments) and map informal power structures to “speak up” and prevent operational issues in real-time.
• Wellbeing & Sustainable Performance: Manage the CEO’s energy flow by ensuring “white space” for deep thinking and implementing a “CEO Office Hours” protocol to batch non-critical issues

Reporting & Structure:

Reports to:

• Functional Report: Chief Executive Officer (Strategic direction, daily priorities, performance goals, among others).
• Administrative Report: Admin Manager (HR compliance, attendance, leave approval, and departmental policy, among others).

Direct Reports: None

Supervises: Cross-functional task forces for specific initiatives as assigned

This is a high-paced role requiring flexibility to match executive needs and the ability to manage “Healthy High Performance” boundaries.

Preferred Qualifications (Optional):

• Experience with ISO compliance, data privacy standards, and corporate governance frameworks.
• Preferred candidate is someone who has worked as a Paralegal, bringing education, knowledge and experience or similar relevant knowledge and experience.

Educational Requirements & Certifications:

• Bachelor’s degree in Business Administration, Management, Finance, Law or related field.
• Certifications in Project Management or Strategic Leadership are preferred but not required

Competencies:

1. Technical (Intermediate)

Sample KSAs (Knowledge, Skills, Abilities):

• Knowledge: AI automation tools, PeopleBox (OKR software), Financial tracking frameworks.
• Skills: Designing executive dashboards, “Workflow Architecture.”

2. Knowledge (Intermediate)

Sample KSAs (Knowledge, Skills, Abilities):

• Knowledge: Corporate Governance, Strategic Planning, Budget Management.
• Understanding: The “Futurist Mindset”, identifying trends to keep the CEO ahead of the curve.

3. Skills (Advanced)

Sample KSAs (Knowledge, Skills, Abilities):

• Skills: “Linear and Non-Linear Thinking” (applying logic while creatively expanding goals).
• Skills: “Biz Rizz” (Executive Presence and Influence without authority).

4. Abilities (Advanced)

• Abilities: “Silence & Signal” (Knowing when to challenge the CEO vs. when to be an anchor).
• Abilities: Contextual Intelligence (Translating noise into signal).

Key Performance Indicators (KPIs):

• Strategic Focus: Significant reduction in operational distractions assigned to the CEO.

KPI: Achieve at least a 40% reduction in non-essential operational tasks assigned to the CEO by managing and filtering requests.

> Measurement: Track and report the number of operational distractions redirected or resolved by the Executive Assistant monthly via a task management system or workflow tracking tool.

• Alignment: High percentage of department OKRs directly tied to company-wide strategic goals.

> KPI: Ensure 90%+ of department OKRs reviewed and coordinated by the EA explicitly align with company-wide strategic priorities.

> Measurement: Audit OKR documentation quarterly for alignment percentage, using OKR software or manual review logs maintained by the EA.

• Financial Efficiency: Measurable reduction in unnecessary executive expenses and 100% maintenance of emergency credit buffers.

> KPI: Maintain a monthly budget vs. actual financial report demonstrating at least 15% reduction in unnecessary executive expenses compared to the previous rolling quarter.

> Measurement: Monitor and document expense reports monthly; verify emergency credit buffers are maintained at 100% via finance reconciliation reports.

> Zero delays in liquidations of reimbursable expenses of the OOMD

• Meeting ROI: Optimization of executive meeting durations via pre-reads and AI summarization

> KPI: Reduce executive meeting durations by 20% through implementation of pre-reads distribution and AI-generated meeting summaries.

> Measurement: Track meeting time before and after pre-read implementation, using calendar analytics tools; survey executives quarterly on meeting effectiveness.

Relationships:

Internal: CEO, Executives, Directors, Managers, Supervisors, Department Heads

External: Strategic Partners, Vendors, Corporate Lawyer / Legal Counsel (IP/Trademark), Key Clients.

• HMO with 1 free dependent upon hire
• Life Insurance
• 20 PTO credits annually
• Night Differential (10%)
• Annual Performance-Based Merit Increases and Employee Recognition
• Great Company Culture
• Career Growth and Learning
• A laptop will be provided by the company
• Hybrid setup
• 48,000 - 52,500