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.