Job Description

Executive Assistant to the CEO 

Location: Remote 
Type: Full-Time
Schedule: Monday–Friday | 8:00 AM – 4:00 PM PST
Reports To: CEO
Secondary Support: Chief of Staff

About the Opportunity

We are a fast-growing, venture-backed B2B SaaS company operating at the intersection of AI and marketing technology. Our leadership team is scaling quickly, and we are looking for a highly proactive, operationally-minded Executive Assistant to serve as a true extension of the CEO’s office.

This is not a traditional administrative support role focused solely on scheduling and travel coordination. This position is designed for someone who thrives in high-growth startup environments, operates independently, and can build systems, improve workflows, and help drive operational excellence across the executive function.

You will work closely with both the CEO and Chief of Staff to manage communication flow, operational coordination, executive meetings, documentation, and strategic priorities. The right person is highly organized, exceptionally responsive, business-curious, and comfortable interacting with senior stakeholders including investors, customers, executives, and cross-functional leadership teams.

What You’ll Own

Executive Calendar & Priority Management

• Own and proactively manage the CEO’s calendar across internal and external meetings
• Anticipate scheduling conflicts and resolve them before they become issues
• Prioritize meetings based on strategic importance and business impact
• Prepare contextual meeting briefs so the CEO enters meetings fully informed
• Build systems and calendar frameworks that improve executive efficiency

Inbox, Communication & Relationship Management

• Manage and triage the CEO’s email inbox and LinkedIn communications
• Draft and respond to routine communications on behalf of the CEO using their tone and voice
• Identify high-priority conversations and escalate appropriately
• Ensure no important thread, follow-up, or relationship falls through the cracks
• Coordinate introductions and facilitate smooth communication between stakeholders

Executive Operations & Daily Digest Ownership

• Build and manage a structured daily executive digest consolidating:
  • Emails requiring action
  • LinkedIn opportunities
  • Slack updates
  • Scheduling priorities
  • Key follow-ups
• Present information clearly, concisely, and with recommended next actions
• Help streamline communication and reduce executive noise

Meeting Support & Cross-Functional Coordination

• Attend executive leadership meetings and capture high-quality real-time notes
• Synthesize discussions into actionable summaries and follow-up items
• Support board preparation, leadership meetings, company all-hands, and operational initiatives
• Coordinate with internal teams to ensure accountability and execution

SOPs, Documentation & Operational Infrastructure

• Build and maintain operational documentation within Notion and other internal systems
• Develop SOPs for executive workflows including:
  • Inbox management
  • Communication processes
  • Meeting preparation
  • Executive routines
  • Internal coordination
• Help create scalable infrastructure for the CEO Office as the company grows

What We’re Looking For

Required Experience

• 2+ years of experience supporting executives within fast-paced tech, startup, SaaS, or high-growth environments
• Prior experience working directly with founders, CEOs, or senior leadership teams strongly preferred
• Experience operating independently with minimal oversight

Core Skills

• Exceptional written and verbal English communication skills
• Strong executive presence and professionalism
• Excellent judgment and decision-making ability
• High attention to detail and organizational skills
• Strong real-time note-taking and information synthesis abilities
• Ability to manage multiple priorities simultaneously without losing accuracy

Technical Proficiency

You should be highly comfortable with:

• Google Workspace (Gmail, Calendar, Docs, Sheets)
• Slack
• Notion
• AI productivity tools
• Calendar and project management systems

Personality & Work Style Fit

We are looking for someone who:

• Takes initiative instead of waiting for direction
• Thinks proactively and anticipates needs before they arise
• Communicates clearly and concisely
• Is highly responsive during working hours
• Enjoys building systems and improving workflows
• Is comfortable interacting with senior executives, investors, and customers
• Can thrive in an async, fast-moving startup environment

Preferred Candidate Locations

Strong preference for candidates located in:

• Mexico
• Colombia
• Peru
• Ecuador
• Costa Rica
• Panama

Additional strong markets include:

• Brazil
• Argentina
• Uruguay

Benefits & Perks

Fully Remote

Work from anywhere while collaborating with a globally distributed team.

Flexible Time Off

We encourage team members to take time to recharge and observe local holidays.

Professional Development

• Exposure to cutting-edge AI workflows and tools
• Access to mentorship and learning opportunities
• Growth opportunities within a rapidly scaling company

Collaborative Startup Culture

• High ownership environment
• Fast decision-making
• Transparent communication
• Opportunity to directly impact executive operations and company growth

Ideal Candidate Profile

This role is ideal for someone who wants to grow beyond traditional executive assistance into strategic operations, executive partnership, and startup leadership support.

You should be energized by ambiguity, capable of creating structure where none exists, and excited to become a key operational partner inside a scaling technology company

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