Executive Assistant – Senior Executive Assistant to CEO

This is a fully remote position, open to applicants in Brazil, +1 more country.

📋 Description

• Collaborate directly with the CEO as a trusted advisor in managing time, priorities, and commitments.

• Redirect incoming requests to the appropriate individuals.

• Review and handle calendar requests in relation to protected time blocks for the CEO.

• Track initiatives, open commitments, owners, deadlines, and progress related to the CEO.

• Set and enforce deadlines for team deliverables.

• Follow up with team members regarding deliverables owed to the CEO.

• Oversee the CEO’s calendar, aligning time with priorities and commitments.

• Enhance executive workflows, meeting schedules, accountability systems, and overall organizational efficiency.

• Provide support for accountability across various concurrent initiatives.

• Monitor commitments and proactively communicate any conflicts, delays, or risks.

• Manage sensitive and confidential information appropriately.

• Approve routine expenses within set parameters.

• Allocate the CEO’s time effectively and ask prioritization questions regarding new commitments.

• Identify tasks that should be delegated, deferred, eliminated, or reassigned.

• Document decisions, commitments, owners, and deadlines from leadership meetings.

• Draft emails, communications, documents, and various materials on behalf of the CEO.

• Safeguard the CEO’s time for high-value strategic tasks and respectfully push back when necessary.

• Prepare and coordinate the weekly agenda meeting for the CEO.

• Prepare and deliver a Monday dashboard briefing prior to the CEO’s first meeting.

• Manage and coordinate the CEO’s commitments, meetings, priorities, and deadlines.

⛳️ Requirements

• Working hours: 8:30 AM to 5:00 PM Eastern Time.

• Flexibility may be required for early or late hours in rare, exceptional circumstances.

• Prior experience supporting a business owner, CEO, C-level executive, or senior executive.

• Experience operating at an executive level rather than solely providing administrative support to a department.

• Proven experience tracking projects and initiatives across multiple concurrent workstreams.

• Strong written English skills, including the ability to draft communications and documents on behalf of the CEO.

• High discretion and sound judgment in handling confidential information.

• Professional services or law firm experience is strongly preferred.

• Experience managing or facilitating a weekly leadership meeting schedule is strongly preferred.

• Comfortable respectfully challenging the CEO and questioning priorities.

• Proficient in redirecting requests, establishing deadlines, following up on deliverables, and maintaining organizational accountability.

• Executive-level support experience is essential.

• Strong organizational, prioritization, time management, project tracking, and coordination skills.

• Exceptional written and verbal communication skills in English.

• Executive communication and business writing proficiency.

• Strong judgment and decision-making capabilities.

• High level of discretion and confidentiality.

• Proactive, self-directed approach with strong follow-through and accountability.

• Ability to manage multiple concurrent priorities and workstreams effectively.

• Capability to establish and enforce deadlines.

• Ability to confidently and respectfully challenge senior leadership.

• Understanding of executive priorities and effective time management.

• Ability to identify tasks that should be delegated or redirected.

• Capacity to protect executive focus and non-negotiable priorities.

• Strong problem-solving abilities.

• Ability to anticipate needs and address issues before they become obstacles.

• Professional, composed, and assertive communication style.

• Strategic and business-minded approach to administrative support.

🏝️ Benefits

• Opportunity for remote work.

• Environment certified as a Great Place to Work.

• Guidance from recruiters throughout the application process.