Strategic Executive Assistant

https://www.cactus.is/careers

To apply, email careers@cactus.is

We are seeking an exceptional Senior Executive Assistant to partner with our CEO, with potential to grow into Chief of Staff responsibilities. This role begins with a focus on exceptional executive support and systems creation, with opportunities to take on increasing strategic responsibilities as you demonstrate success. This isn't just another executive support role – it's an opportunity to be a crucial force multiplier for a leader who understands exactly how to leverage complementary strengths to drive company success.

This position is central to our company's growth strategy. We're looking for a "secret weapon" – a strategic partner who can decrease lag time, manage communication flow, and create the space needed for high-impact leadership work that will propel Cactus to its next chapter of success.

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As the CEO's right hand, you'll be a crucial sidekick whose complementary strengths help drive the company forward. Your primary role will be to maintain focus in order to directly support the company's growth trajectory by “force-multiplying” the CEO.

Responsibilities

Calendar & Administrative Management

• Maintain the calendar as the source of truth for all commitments and deadlines
• Implement color-coding system for different types of commitments
• Review calendar daily with day, week, month and yearlong forward planning
• Protect strategic thinking time and personal boundaries
• Coordinate with both business and personal schedules
• Expense management and receipt tracking
• Travel arrangements and logistics coordination

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Administrative & Communications Management

• Manage email inbox and Slack communications, filtering and prioritizing messages requiring CEO's direct attention and ensuring “inbox zero” daily
• Draft and manage follow-up communications across all platforms
• Coordinate with department heads to ensure productive meetings and proper preparation
• Create and maintain comprehensive meeting tracking systems
• Build trust and demonstrate judgment in handling sensitive information
• Create scalable systems for email, communication, and follow-up management

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Strategic Support & Growth Opportunities

• Protect time for both strategic vision work and personal well-being
• Event planning, as needed
• Manage PR and marketing agency, ensure the right priorities are executed based on Cactus goals
• As trust and systems are established, opportunities to:
  • Lead special strategic projects
  • Represent CEO in select meetings
  • Contribute to organizational planning
  • Take ownership of key initiatives

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Growth Path

• Initial focus (6-12 months): Master core executive support functions, build relationships, and create efficient systems
• Mid-term development: Take on special projects and demonstrate strategic thinking
• Long-term potential: Grow into full Chief of Staff responsibilities including strategic planning, cross-functional leadership, and organizational impact

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What Success Looks Like

• Exceptional management of calendar, communication, and administrative systems
• CEO has protected time for strategic thinking and personal well-being
• Strong relationships established with key stakeholders

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Professional Skills

• Demonstrated experience in high-level executive support
• Exceptional project management and organizational abilities
• Strong proficiency with technology, including Slack and AI platforms
• Experience creating and maintaining efficient workflows
• Excellent written and verbal communication skills

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Personal Qualities

• High executive function capabilities
• Proactive problem-solver who doesn't wait to be told what to do
• Ability to see the bigger picture while managing details
• Adaptable and quick to learn new systems
• Excellent at building and maintaining relationships
• Calm under pressure
• Strong boundary-setter
• Natural anticipator and planner

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Technical Requirements

• Proficiency with Slack and standard productivity tools
• Experience with AI platforms for workflow creation, research, and writing
• Ability to learn and adapt to new technology tools quickly

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Understanding of Neurodiversity

• Experience with or strong interest in supporting neurodivergent executives
• Ability to adapt communication and support styles to match executive's needs
• Understanding of the importance of creating structured systems while maintaining flexibility