Senior Executive Assistant, CEO

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

📋 Description

• Overseeing and organizing the CEO's inbox, calendar, meetings, reminders, notes, and follow-ups — ensuring that no significant detail is overlooked and his time is consistently protected and utilized effectively.

• Documenting open loops, ideas, commitments, and action items — transforming vague or partially formed thoughts into well-defined, organized next steps with assigned owners, deadlines, and priorities.

• Developing and sustaining straightforward, practical systems around the CEO — including trackers, decision lists, weekly briefs, follow-up routines, and project status updates — ensuring he has a clear understanding of what requires his attention.

• Organizing and prioritizing projects by owner, deadline, status, and required decisions — assisting the CEO in determining which tasks should be active, delegated, deferred, escalated, or eliminated from his responsibilities.

• Proactively following up with internal team members, vendors, partners, candidates, attorneys, and other stakeholders — maintaining commitments on track and advancing initiatives even when the CEO is focused on other matters.

• Leading or fully managing specific projects and strategic initiatives from inception to completion — gathering context, coordinating the appropriate individuals, and driving towards completion with minimal oversight.

• Crafting concise summaries, meeting briefs, recaps, and recommendations that enable the CEO to make quicker, more informed decisions.

• Safeguarding the CEO's focus and tactfully pushing back when he becomes a bottleneck — being comfortable managing upwards and respectfully challenging a senior leader when necessary.

• Coordinating work across marketing, sales, hiring, legal and vendor follow-up, internal operations, product initiatives, and other strategic projects as needed.

⛳️ Requirements

• 6+ years in a Senior Executive Assistant, Executive Operations, Strategic Projects, Project Manager, Chief of Staff associate, or a similar high-level support role — with direct experience assisting a founder, CEO, owner, or C-suite executive.

• Demonstrated ability to establish structure in ambiguous situations — you create systems, trackers, and operating rhythms from the ground up rather than waiting for a perfect setup to be provided.

• Strong project coordination experience involving multiple stakeholders — you can gather relevant context, identify priorities, coordinate the right individuals, and maintain momentum without losing track of details.

• Exceptional written communication and synthesis skills — you write clearly and concisely, adapting to someone else's voice and communication style as needed.

• Strong independent judgment — you can recognize when something is unclear, underdeveloped, or inadequate, and you take action based on that instinct without needing prompts.

• Comfortable navigating ambiguity and fast-paced environments — you don’t require every step to be outlined for you and remain composed when priorities change.

• Comfortable managing upwards — you can respectfully challenge a senior leader, highlight bottlenecks, and hold the CEO accountable when it benefits the work.

• Experience working in a fully remote or distributed environment with a high level of independence and accountability.

• Proficiency with tools such as Google Workspace, Slack, ClickUp, Notion, HubSpot, Airtable, or similar platforms.

• High discretion and trustworthiness — you manage sensitive and confidential information with utmost professionalism at all times.

• Familiarity and proficiency with AI tools to assist in research, drafting, synthesis, and workflow creation is a significant advantage.

🏝️ Benefits

• Competitive salary in USD — paid consistently every month, regardless of your location.

• 10 paid vacation days annually, plus all U.S. federal holidays — in addition to a dedicated birthday PTO day, because no one should be required to work on their birthday.

• 100% remote work — operate from anywhere in LATAM or Europe with a professional home workspace.

• A fast-paced, high-growth environment within an award-winning digital marketing agency — where your organizational skills and strategic thinking directly influence how the CEO and the company function.

• A collaborative, high-trust culture through Veta Virtual and our client — where your judgment, discretion, and follow-through are valued and relied upon from day one.