Executive Assistant to Chief Executive Officer

Role

You are technically an Executive Assistant, but that means so much more than just managing calendars. You are the CEO's second brain, capable of making decisions and taking actions without being asked. Your superpower is keeping the CEO focused on high-value activities by handling everything else. You're the person who gets things done, anticipates needs, and makes problems disappear before they become issues.

Your priorities are:

• Making decisions to keep the CEO's time optimized
• Managing and completing tasks across all platforms (ClickUp, email, Slack)
• Creating systems to prevent things from falling through cracks
• Coordinating both business and personal logistics
• Ensuring the CRM pipeline is up-to-date and clean

Responsibilities

• Leading the charge on task management – if it's in ClickUp, you own making it happen
• Managing all client follow-ups and payment collection
• Call leads to confirm meeting attendance
• Running point on email communications and keeping inbox at zero
• Taking ownership of remembering and actioning every item discussed in morning/afternoon check-ins
• Monitoring all client Slack channels and creating tasks from conversations
• Converting Slack messages into actionized items without being asked
• Coordinating local services in Austin as needed (deliveries, appointments, etc.)
• Managing calendar with iron-clad efficiency
• Light editing and uploading video content (training provided)
• Creating job descriptions and screening candidates
• Organizing documentation for accounting
• Booking podcasts and speaking engagements
• Making travel arrangements and restaurant reservations
• Coordinating with the team to keep projects moving forward
• Taking the initiative to improve any process you see needs fixing

Requirements

• Understanding of task management and how to prioritize effectively
• Understanding of when to make decisions vs. when to consult
• Understanding of how to manage up and keep executives on track
• Understanding of client communication and professional correspondence
• Understanding of calendar management and time optimization
• Strong ability to convert conversations into action items
• Exceptional written and verbal communication skills
• Speed and clarity in communication (primarily in Slack)
• Highly responsive during business hours
• Willing to work in a fast-paced environment with an openness to change

Results

• CEO's task list is always current and prioritized
• No emails slip through the cracks – all are answered within 24 hours (Weekdays)
• All client follow-ups are handled promptly
• Calendar is optimized and maintained without conflicts
• Local services and personal tasks are coordinated efficiently
• Systems are created and improved to increase efficiency
• CEO's time is freed up for high-value activities
• Problems are solved before they reach the CEO
• Tasks are completed without reminders
• Check-ins are focused and productive

Location

• Remote - (although Austin, TX would be ideal)

Availability

• M-F Mornings afternoons
• 60-100 hours per month depending on workload each week

Salary

• $26/hr ($1,560 - $2,600/mo)

Communication Expectations

• We use Slack – it is the go to for any communications
• We value over-communication (more context the better)
• We value speed in communication (be prompt in responding or provide context as to why you may be slow to respond)
• Daily meetings with CEO
• Weekly meetings with COO

Core Values

Our core values are the heart and soul of our company. The right person for this role will not just understand these values, but live them every day:

Hunger for Growth - Consistently seeks out more responsibilities

• Proactively asks "what else can I help with?"
• Views each task as an opportunity to add value
• Never satisfied with the status quo

Service-First Mindset - Approaches every task with enthusiasm, regardless of size

• Takes pride in making others' lives easier
• Finds joy in solving problems for others
• Maintains a "nothing is beneath me" attitude

Positive Energy - Brings warmth and positivity to every interaction

• Maintains a kind, approachable demeanor
• Faces challenges with a smile
• Creates an uplifting environment for everyone around them

Ownership Mentality - Takes complete responsibility for outcomes

• Never says "that's not my job"
• Sees things through from start to finish
• Treats the business as if it were their own

Contract Details

• 1099 Independent Contractor (tax forms handled by Gusto)
• Training provided on all technical tools