Personal Executive Assistant

• Own the CEO’s calendar endtoend: apply prioritization rules, time blocks, buffers; proactively resolve conflicts and protect focus time.

• Schedule and confirm meetings; coordinate virtual logistics (links, access, AV checks) and attendee communications.

• Prepare agendas and briefing packets; ensure the CEO is prepared with context, goals, and decisions needed.

• Attend key meetings to capture notes and action items; distribute promptly to stakeholders.

• Manage and triage all CEO communications across email, Slack, Microsoft Teams/Chat, SMS, and other approved channels.

• Represent the CEO in all written and verbal communications with internal teams, board members, partners, vendors, clients, and external stakeholders; maintain an executive presence, professional tone, and precise followthrough.

• Draft, route, and send correspondence on the CEO’s behalf where appropriate; maintain agreed responsetime standards.

• Consolidate all asks and decisions into a unified Request & Decision Queue with priority, owner, and due date; escalate risks early.

• Maintain a CEO Master Task & Priority Tracker (e.g., Asana/ClickUp/Notion) covering every commitment, request, and decision.

• Proactively chase updates, remove blockers, and close loops; surface options and recommendations with each escalation.

• Issue a daily delinquent/atrisk summary so the CEO sees overdue items and required next steps.

• Ensure the CEO completes recurring duties such as updating company metrics/OKRs/KPIs on the defined cadence.

• Build and maintain executiveready reports and dashboards (weekly metrics snapshot, monthly performance review, leadership/board readouts).

• Coordinate data owners and submission timelines; validate accuracy; highlight trends, variances, blockers, and decisions required.

• Take formal meeting minutes when required; capture decisions, action items (owner & due date), and next steps.

• Use AI or other notetaking tools (e.g., Otter, Fireflies, Zoom AI) when appropriate and permitted; generate concise summaries and action lists.

• File minutes and notes in an indexed repository with standard naming conventions and version control; maintain a searchable archive.

• Maintain a Decision Log and ensure followup tasks are created and tracked to closure.

• When directed by the CEO, act with delegated authority to set up services/tools, purchase approved items, schedule resources, and pay vendors/fees using company methods—interpreting the objective and executing without needing stepbystep instruction.

• Translate broad objectives into clear miniplans (scope, owners, deadlines); choose an approach, execute, and report back succinctly.

• Handle light procurement: gather options/quotes, compare value, recommend a selection, and proceed within preapproved budget limits; keep receipts and a simple audit trail.

• Stand up SaaS accounts, configure access/permissions, and coordinate with IT/Finance/Legal as needed for security, billing, or terms.

• Onboard and coordinate vendors/contractors within defined guardrails (e.g., NDAs or standard terms provided by the company).

• Provide timely status updates; immediately escalate if costs, risks, or scope exceed agreed limits; propose alternatives.

• Attend internal meetings when the CEO is unavailable; accurately represent priorities within agreed guardrails.

• Communicate context, gather inputs, commit next steps where authorized, and escalate decisions beyond scope.

• Deliver a crisp debrief to the CEO (decisions, risks, action items, owners, deadlines).

• Maintain executive contact lists, distribution groups, templates, and document libraries.

• Track recurring obligations (reporting cycles, renewals, audits, filings) and ensure timely completion.

• Exhibit impeccable professionalism, discretion, and confidentiality at all times, especially regarding HRsensitive or personnel matters.

• Adhere to company confidentiality, privacy, and security standards; limit access strictly to a needtoknow basis.

• Calendar accuracy and prioritization minimize reschedules and context switching.

• Multiplatform communications are triaged daily; highpriority items are actioned within SLAs.

• 100% of meetings produce notes/minutes and action items filed within 24 hours.

• Company metrics/OKRs/KPIs are updated on schedule; executive reports are accurate and insightdriven.

• Delegated tasks (setup/buy/schedule/pay) are executed on time, within budget, and with clean documentation.

• Delinquent or atrisk items are surfaced early with clear next steps and owner accountability.

• Stakeholders report professional, reliable, and consistent representation of the CEO.

• 4+ years supporting a Csuite executive (CEO/President/Founder preferred) in a remote or hybrid, fastpaced environment.

• Mastery of calendar ownership, multiplatform messaging (email/Slack/Teams), meeting orchestration, and task tracking.

• Demonstrated ability to take a highlevel directive and independently execute to outcome (setup, purchase, scheduling, payment).

• Strong reportbuilding skills (Google Sheets/Excel) and executive presentation skills (Slides/PowerPoint); comfort with dashboards.

• Exceptional written and verbal communication; polished, executiveready drafting.

• High reliability, proactive ownership, and ability to anticipate needs and operate autonomously.

• Proficiency with Google Workspace or Microsoft 365, Zoom/Teams, and a workmanagement tool (Asana/ClickUp/Notion).

• Experience preparing leadership/board reports and KPI scorecards.

• Familiarity with AI notetaking/transcription tools and light BI (Looker Studio/Power BI).

• Experience acting as a proxy in internal meetings with clear decision guardrails.

• Proactive ownership • Organization & systems thinking • Judgment, discretion & confidentiality

• Clear communication • Stakeholder management • Execution under pressure • Remote collaboration

• May: purchase within preapproved limits; set up tools/services; commit to scheduling and nonbinding next steps; prioritize work within stated goals.

• Must escalate: spend above limit; legal/contractual changes; security/privacy exceptions; strategic or policy deviations.

Remote Raven