AI- Fluent

Executive Assistant

Creates the space for a fast-moving CEO to lead by making sure nothing falls through the cracks.

Sector Financial Services Fractional CFO & Accounting
Reports to Founder & CEO; coordinates with COO on broader admin scope (TBD)
Type Full-time preferred.
Hours US business hours Pacific Time strongly preferred
Location Remote anywhere (PST overlap required)
Tools Gmail Teamwork AI tools Google Calendar Zoom

Role Overview

The CEO of this firm runs multiple companies produces a weekly podcast leads client advisory relationships and operates at a pace that leaves most people scrambling. Until recently she had a dedicated EA who made that pace sustainable. That person has stepped back.

The gap is visible: emails pile up follow-ups drop calendar conflicts appear. The mental overhead of managing her own inbox and schedule is pulling the CEO away from high-value work that only she can do. This role eliminates that overhead not reduces it. When this person is working well the CEO opens her calendar and it is clean opens her inbox and the urgent things are handled and she is never chasing information or missing a follow-up.

Key Responsibilities

Inbox ownership

Triage Gmail daily: categorize flag urgent draft responses in the CEOs voice for her review close out anything that does not need her attention

Maintain inbox zero if something is sitting there you have a plan for it

Draft client-facing and partner communications that sound like the CEO not like an assistant wrote it

Identify threads that need escalation before the CEO notices them not after

Calendar management

Schedule all meetings and calls with clear prioritization: client commitments first business development second internal third

Build in prep time before important meetings and processing time after

Proactively identify and resolve conflicts surface options not problems

Send timely reminders with context: who is on the call what was discussed last time what the CEO needs to have ready

Say no gracefully on the CEOs behalf when the calendar is at capacity this is part of the role not an edge case

Follow-up and open loop management

Track every open action item internal and external and follow up without being asked

When the CEO commits to something in a meeting it is logged before the call ends and follow-up is scheduled

Reach out on the CEOs behalf to move decisions retrieve information or elicit replies with the right level of assertiveness for each situation

Know the difference between what needs the CEO immediately what can wait until end of day and what you can handle yourself and act on that without requiring guidance each time

Meeting preparation and follow-through

Prepare a brief agenda and background note for every significant meeting who it is with the objective what the CEO needs to know going in

Capture action items during or after meetings and distribute to relevant people

Track those action items through to completion

Company-wide admin (if combined role to be confirmed)

Manage and maintain task records across teams in Teamwork the companys central project management system

Support new hire onboarding: system access welcome materials first-week scheduling

Handle document management template maintenance internal SOP updates

Assist with billing admin and payment tracking coordination with the accounting team

Who Will Succeed

The EA who thrives here does not wait for direction and execute tasks. They walk in figure out what the CEO needs before she says it and build systems that make everything run more smoothly every week. The CEO moves fast thinks ahead and often communicates in shorthand. This person matches that pace.

Proactive by nature has sent a follow-up before being asked flagged a problem before it became one resolved a conflict before anyone noticed

High urgency awareness reads situations accurately: knows what needs to happen in 15 minutes vs. end of day vs. next week and acts accordingly without being told

Writes well in other peoples voices drafting an email that sounds like the CEO not like an assistant is a real skill and this person has it

Discreet handles sensitive client and financial information daily without exception

Holds multiple open threads simultaneously without dropping any has a system not just a good memory

Experience & Skills

Required: 2 years supporting a founder C-suite executive or senior leader in a fast-paced environment

Required: Exceptional written English will draft communications in the CEOs voice

Required: Gmail mastery labels filters canned responses zero-inbox discipline

Required: Strong calendar management experience owning a busy executives schedule across time zones

Required: Proactive follow-up orientation can demonstrate specific examples of tracking and closing open loops

Required: Discretion non-negotiable given access to sensitive business and client information

Required: AI-fluent uses AI to draft faster research context summarize and work more efficiently

Preferred: Prior EA experience at a professional services consulting or financial advisory firm

Preferred: Teamwork or equivalent PM tool experience

Preferred: Experience supporting a high-profile executive or public-facing founder