Executive Operations Partner – CEO Office

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Serve as the initial operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO.

• Upon receiving new requests in the CEO's inbox, calendar, or communication channels:

• - Assess whether the CEO's involvement is necessary.

• - Identify tasks that can be delegated.

• - Highlight items that should be postponed.

• - Suggest items that should be declined.

• - Safeguard executive focus by minimizing unnecessary engagement.

• In cases of conflicting priorities, provide recommendations instead of merely outlining problems.

• Project Execution: When the CEO initiates a new initiative, partnership, idea, or strategic priority:

• - Transform it into a documented execution plan.

• - Define objectives and anticipated outcomes.

• - Assign ownership.

• - Set timelines and milestones.

• - Establish success metrics.

• - Determine immediate next steps.

• Ensure visibility from project launch to completion.

• Proactively follow up when deadlines are missed, ownership is unclear, or momentum falters.

• Meeting Management: Prior to executive and leadership meetings:

• - Prepare briefing documents.

• - Collect relevant background information.

• - Identify risks and unresolved decisions.

• - Present recommended actions.

• During meetings:

• - Capture decisions in real time.

• - Document commitments and ownership.

• - Record action items that require follow-up.

• After meetings:

• - Distribute action items.

• - Confirm ownership.

• - Track completion.

• - Follow up until commitments are fulfilled.

• If decisions are made without clear owners, address the ambiguity immediately.

• Leadership Accountability: Maintain a single source of truth for active initiatives.

• Track:

• - Deliverables.

• - Deadlines.

• - Risks.

• - Escalations.

• - Bottlenecks.

• - Ownership.

• Provide weekly executive reports that emphasize:

• - Progress.

• - Risks.

• - Missed commitments.

• - Decisions needing executive input.

• Escalate execution risks before they develop into operational issues.

• Communication Management: Draft and oversee:

• - Leadership updates.

• - Internal communications.

• - Meeting summaries.

• - Follow-up messages.

• - Strategic announcements.

• Translate CEO directives into actionable communication for teams without necessitating repeated clarification.

• Decision Tracking: Maintain a CEO Decision Log.

• For each significant decision:

• - Document the decision.

• - Capture the rationale behind it.

• - Record ownership.

• - Track execution status.

• Avoid repeated discussions due to missing documentation or unclear accountability.

• Organizational Clarity: Identify situations where:

• - Ownership is ambiguous.

• - Multiple leaders believe they own the same initiative.

• - Priorities are competing for the same resources.

• - Teams are overcommitted.

• - Strategic direction is being interpreted differently across departments.

• Escalate issues along with recommended solutions rather than mere observations.

⛳️ Requirements

• 5+ years of experience supporting founders, CEOs, executives, or business owners.

• Strong project management skills across multiple concurrent initiatives.

• Experience in coordinating work across various departments.

• Exceptional proficiency in written English.

• Experience in creating executive reports and operational updates.

• Experience in documenting processes, systems, and workflows.

• Strong organizational and systems thinking abilities.

• Capability to manage competing priorities without continuous supervision.

• Must be comfortable with:

• - Making decisions with incomplete information.

• - Following up repeatedly when accountability is lacking.

• - Respectfully challenging assumptions.

• - Managing founder-driven environments with frequent changes.

• - Operating independently for extended periods without detailed guidance.

• Candidates who primarily identify as administrative assistants without experience in execution ownership may find it challenging to succeed in this role.

🏝️ Benefits

• PTO.

• HMO.

• Fully Remote Work.

• Competitive Salary Package.