About the Role:

The Executive Assistant provides proactive, high-level support to the CEO by managing executive communications, calendar priorities, follow-through, and day-to-day administrative operations. This role requires exceptional organization, systems thinking, and proactive ownership. The ideal candidate anticipates needs, creates order, closes loops, and keeps priorities moving forward without requiring constant direction.

Key Responsibilities

• Manage the CEO’s executive inbox, prioritizing, organizing, and responding to communications as appropriate.
• Own calendar management, scheduling, meeting coordination, and related communications.
• Track commitments, open loops, deadlines, and follow-up items to ensure nothing falls through the cracks.
• Proactively identify and manage outstanding tasks requiring the CEO’s attention or follow-through.
• Coordinate executive communications and ensure timely responses and next steps.
• Provide day-to-day executive operations and administrative support.
• Organize information, workflows, and systems to improve efficiency and visibility across executive priorities.
• Anticipate the CEO’s needs and proactively address administrative requirements before they become issues.
• Maintain strong follow-through on commitments and ensure action items are completed or appropriately escalated.
• Spend approximately 0–25% of the shift on the phone, with the majority of the role focused on executive communication, organization, systems, and administrative operations.

Qualifications & Skills
Important Skills:

• Executive-level administrative support
• Exceptional organization and time management
• Strong calendar and inbox management
• Excellent written and verbal communication
• Strong follow-through and task ownership
• Systems thinking and workflow organization
• Ability to prioritize competing demands
• Strong attention to detail
• Proactive problem-solving and anticipation of needs
• Ability to manage confidential executive information
• Strong technical aptitude and ability to work across multiple platforms
• Ability to work independently with minimal direction

Ideal Personality & Mindset:

• Highly proactive and self-motivated
• Dependable and accountable
• Exceptionally organized
• Resourceful and solutions-oriented
• Anticipatory and naturally attentive to what needs to happen next
• Strong critical thinker with sound judgment
• Comfortable taking ownership without constant direction
• Detail-oriented while maintaining awareness of the bigger picture
• Calm and adaptable when priorities shift
• Committed to closing loops and completing what they start
• Service-minded, professional, and discreet

Tools & Technologies

• Outlook
• Microsoft 365
• HubSpot
• Buildertrend
• BambooHR
• QuickBooks Online
• Adaptive
• Slack
• ChatGPT

Skills requirements:

• Excellent English verbal and written communication
• Strategic thinker
• Writing and documentation skills
• Must be able to prioritize work
• Courteous and friendly
• Organized and has great attention to detail and quality assurance
• Ability to build trust
• Ability to work independently and manage multiple priorities
• Phone communication skills
• Other skills as required

Software requirement:

• Licensed OS

Hardware requirements:

• 5 MBPS or higher Internet (hardwired / not WIFI). If you don’t have 5 MBPS then you must agree to if selected.
• Private and quiet dedicated home office area
• Modern computer and operating system
• Back-ups in case of power or Telco interruptions
• Good headset and webcam (Preferably noise-canceling headset)

Work Schedule & Environment

• Monday–Friday
• 8:00 AM–5:00 PM CST
• Remote, executive-support environment requiring proactive communication, independent work, and strong digital organization

Compensation

• $5/hour.
• All raises and bonuses are at the discretion of the client.