Executive Assistant to the CEO

Smartcat•St. Louis, MO

11h•Remote

About The Position

In this role, you’ll shield the CEO’s time, anticipate needs, and ensure operational excellence behind the scenes. This role demands extreme ownership, discretion, and the ability to operate independently at the highest level of trust. By Day 30 Build a deep understanding of the CEO’s goals, decision-making style, time preferences, and top priorities Shadow existing processes for executive support and related projects Immerse yourself in internal tools (G-suite) and systems (Slack, Notion, Miro, etc.) Take over email triage, meeting preparation, and daily briefings with increasing autonomy Establish a rhythm for daily check-ins and weekly syncs with the CEO Day 60 Audit and streamline the CEO’s calendar, identifying low-leverage meetings, time blocks for focus, and better prep flows Take over CEO meeting prep end-to-end (agendas, briefs, decks, notes, and follow-ups), with consistent quality Own travel, speaking engagement logistics, and external relationship scheduling without oversight Build trusted relationships with other senior leaders to help the CEO stay aligned cross-functionally Day 90 Be seen by the CEO as indispensable—anticipating needs, enabling faster decisions, and freeing up leadership capacity Drive 1–2 high-impact projects for the CEO (e.g., vendor evaluation, relocation)

Requirements

Fluency in English and Russian, both spoken and written
1+ years prior experience in a similar (administrative) role
Outstanding organizational, time management and multitasking skills, strong attention to detail
Proficient in G-suite tools: Google Calendar, Google Sheets, Gmail, etc.
AI positive and proactive: using AI for optimizations and improvements of processes
Strong analytical skills: ability to critically assess options and make responsible choices.
Strong communication skills: ability to interact with various stakeholders and adjust the tone accordingly
High discretion, loyalty, and proactive attitude
Someone passionate about the company's mission and eager to contribute
Comfortable with ambiguity and self-managing in a highly intense startup environment
Ability to work in EST timezone

Nice To Haves

Experience with Greenhouse, Slack, Notion, Miro is a plus

Responsibilities

Own and independently manage the CEO’s calendar, inbox and travel arrangements
Prioritize, triage, and draft email responses; flag key messages and forward to relevant internal stakeholders
Coordinate hiring processes for leadership roles handled by the CEO
Prepare briefing notes, background summaries, and context for key meetings
Upon request: search, analyze, and extract actionable information regarding technology and language market dynamics and changes, competitor landscape, etc.
Manage and contribute to special projects as needed
Support personal administrative tasks and errands as needed