Job Description

The Executive Assistant to the CEO & COO operates as a strategic force multiplier — protecting executive time, optimizing communication flow, and bringing structure, clarity, and velocity to the leadership team.

We are seeking someone exceptionally organized, AI-savvy, and operationally sharp. Someone who thrives on creating order, anticipates needs before they’re spoken, and takes pride in running a disciplined, high-trust executive office.

This role requires executive presence, discretion, and a calm, confident personality. You will be exposed to sensitive business strategy, financial discussions, acquisitions, personnel matters, and long-range planning. Absolute confidentiality is non-negotiable.

If you love systems, efficiency, technology, and being ten steps ahead — this role was built for you.

What You’ll Own

Executive Calendar Architecture & Time Protection

• Architect and manage the CEO and COO’s calendars end-to-end with full authority to prioritize, restructure, and protect executive time
• Evaluate meeting requests for strategic value and alignment with company priorities
• Build focus blocks, decision windows, travel buffers, and recovery time intentionally
• Eliminate low-value meetings and optimize for productivity and clarity

This role is about designing time — not just scheduling it.

Inbox & Communication Optimization

• Own daily management of CEO and COO inboxes with a “net-zero” standard
• Filter noise, flag critical items, and convert emails into structured task lists
• Draft responses in executive voice with clarity and precision
• Create daily priority summaries that align with business objectives
• Implement AI tools and automation where appropriate to streamline workflows

You will transform inboxes from reactive spaces into strategic command centers.

AI & Technology Fluency

• Leverage AI tools to summarize, draft, organize, and optimize workflows
• Improve meeting prep, document management, and task tracking through automation
• Identify technology opportunities that increase executive efficiency
• Partner with IT to ensure all executive devices, systems, and meeting technology operate flawlessly

We are looking for someone who embraces emerging technology and uses it intelligently — not someone intimidated by it.

EOS & Leadership Team Execution

• Coordinate and attend EOS Level 10 meetings
• Manage Strety updates, capture to-dos, and maintain Rocks and Weekly Headlines
• Prepare pre-reads, agendas, and materials
• Track accountability and ensure follow-through across leadership

Travel & Executive Logistics

• Manage complex domestic and international travel planning
• Maintain curated venue and partner relationships
• Anticipate needs before travel begins and remove friction from executive schedules

Strategic & Confidential Support

• Prepare NDAs and manage DocuSign workflows
• Support strategic initiatives, including technology and AI-related projects
• Handle sensitive personnel, financial, and strategic matters with the highest level of discretion
• Serve as a trusted sounding board and gatekeeper

This role operates at the highest level of confidentiality and trust within the organization.

The Ideal Candidate

• 5+ years supporting senior executives (CEO/COO level strongly preferred)
• Exceptionally proactive — you anticipate, not react
• Highly organized with elite calendar and email management skills
• AI-fluent and comfortable integrating new technologies into workflows
• Strong executive presence with a calm, positive, solutions-oriented personality
• Emotionally intelligent and confident in managing up
• Operates with urgency, discretion, and sound judgment
• Experience in an EOS-driven organization preferred

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

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