About This Role
This role supports a founder and CEO who runs multiple companies, protecting his time and turning his ideas into completed projects. It involves managing both business and personal operations to ensure smooth functioning without direct oversight. The position suits an individual who can quickly take ownership and grow from an executive assistant into a Chief of Staff.
Responsibilities
- Turn the CEO's ideas, voice notes, and meeting decisions into clear projects with owners and deadlines, then follow up until completion
- Keep a rolling, prioritized to-do list for the CEO, with context, recommended solutions, and clear action requests
- Filter all communications from teams to the CEO, presenting only essential information in short, numbered lists
- Prepare for and follow up on leadership meetings, including agendas, notes, action items, and accountability
- Lead special projects from start to finish, such as launches, events, new ventures, or vendor/tool rollouts
- Support deals and partnerships through pipeline follow-up in HubSpot and contract management in PandaDoc/DocuSign
- Over time, attend meetings and make decisions on the CEO's behalf
- Run a complex calendar across companies and time zones, planning the week, protecting focus time, and preparing the CEO for every meeting
- Triage the CEO's inbox and messages, draft replies in his voice, and handle sensitive communications discreetly
- Handle expenses, invoices, and vendor payments, and reconcile across entities
- Plan and book premium international travel end to end, including loyalty points, lounges, concierge services, detailed itineraries, and backup plans
- Organize multi-week trips, retreats, and events
- Coordinate the household, including a house manager, vendors, cleaners, maintenance, wellness appointments, dining, and social plans
- Work closely with the CEO's partner to ensure personal priorities are addressed
- Build and maintain the operating system around the CEO, including SOPs, trackers, and recurring processes in ClickUp, Notion, Slack, and Google Workspace
- Use AI tools (Claude, ChatGPT, and in-house AI agents) daily to enhance productivity, automating or documenting repetitive tasks
Requirements
- 3+ years as an Executive Assistant, Chief of Staff, or Life Manager directly supporting a founder or CEO (business and personal side)
- A track record of owning projects from start to finish, not just coordinating them
- Advanced international travel planning and complex scheduling expertise
- Heavy daily use of AI tools and strong skills in Google Workspace, Slack, spreadsheets, and a project management tool (ClickUp/Notion/Asana)
- Excellent written English: clear, concise, and able to write in the CEO's voice
