V101 - Executive Assistant | Senior Executive Assistant to CEO

Job Duck

10d•$1,060 - $1,150•Remote

About The Position

Job Duck is seeking a highly experienced Executive Assistant to work directly with the CEO and serve as a trusted partner in managing his time, priorities, and commitments. This role goes well beyond traditional calendar and administrative support, requiring someone who can proactively manage competing priorities, track multiple initiatives, and ensure that important commitments have clear ownership and deadlines. The ideal candidate is confident enough to respectfully challenge the CEO when necessary, protect his time for high value work, and keep initiatives moving without requiring constant follow up. This is an excellent opportunity for a strategic, highly organized professional who understands how to operate at an executive level and can bring structure, accountability, and visibility to a fast moving business.

Requirements

Working Hours: 8:30 AM to 5:00 PM Eastern Time
Flexibility may occasionally be required for early or late hours in rare and exceptional circumstances
Reports directly to the CEO
This position requires prior experience supporting a business owner, CEO, C level executive, or senior executive
Candidates should have experience operating at an executive level rather than exclusively providing administrative support to a department
Demonstrated experience tracking projects and initiatives across multiple concurrent workstreams is required
Strong written English skills are required, including the ability to draft communications and documents on behalf of the CEO
High discretion and sound judgment are essential when handling confidential information
Professional services or law firm experience is strongly preferred
Experience managing or facilitating a weekly leadership meeting cadence is strongly preferred
The role requires someone who is comfortable respectfully challenging the CEO and questioning whether certain activities represent the best use of his time
The successful candidate must be comfortable redirecting requests, establishing deadlines, following up on deliverables, and maintaining accountability across the organization
This position is not intended for candidates whose experience is limited to calendar and inbox management
Candidates whose primary approach is to simply complete whatever is requested without evaluating priorities or pushing back when appropriate may not be a strong fit
Executive level support experience
Strong organizational and prioritization skills
Exceptional time management
Strong project tracking and coordination skills
Excellent written and verbal English communication
Executive communication and business writing skills
Strong judgment and decision making
High level of discretion and confidentiality
Proactive and self directed approach
Strong follow through and accountability skills
Ability to manage multiple concurrent priorities and workstreams
Ability to establish and enforce deadlines
Ability to confidently and respectfully challenge senior leadership
Strong understanding of executive priorities and time management
Ability to identify tasks that should be delegated or redirected
Ability to protect executive focus and non negotiable priorities
Strong problem solving skills
Ability to anticipate needs and address issues before they become obstacles
Professional, composed, and assertive communication style
High level of ownership and accountability
Strategic and business minded approach to administrative support

Nice To Haves

Professional services or law firm experience is strongly preferred
Experience managing or facilitating a weekly leadership meeting cadence is strongly preferred

Responsibilities

Redirect inbound requests to the appropriate owner without requiring additional approval
Review incoming calendar requests and decline, move, or reschedule requests that conflict with protected CEO time blocks
Maintain visibility into the progress of CEO initiatives and ensure outstanding items continue moving forward
Establish and enforce deadlines for team deliverables when appropriate
Follow up with team members on deliverables owed to the CEO
Track open commitments and ensure every commitment has a clearly identified owner and deadline
Manage the CEO’s calendar and ensure his time is aligned with established priorities and non negotiable commitments
Identify opportunities to improve executive workflows, meeting cadence, accountability systems, and organizational efficiency
Support the CEO in maintaining accountability across multiple concurrent initiatives
Monitor the CEO’s commitments and proactively communicate potential conflicts, delays, or risks
Handle sensitive and confidential information with a high degree of discretion
Approve routine expenses that fall within the CEO’s established approval parameters, including payments to government or tax authorities and approved vendors
Commit the CEO’s time within established parameters
Ask appropriate prioritization questions when new commitments are added to the CEO’s workload
Identify builder level work being handled by the CEO and proactively raise concerns when it may be better delegated or reassigned
Monitor the CEO’s workload and identify opportunities to delegate, defer, or eliminate lower value activities
Document decisions, commitments, owners, and deadlines resulting from leadership meetings
Help ensure that initiatives decided by the CEO have a clear owner, deadline, and visible progress
Draft emails, communications, documents, and other materials on behalf of the CEO
Protect the CEO’s time for high value, strategic, and architect level work
Respectfully push back when the CEO takes on work that could compromise higher priority initiatives
Prepare for and coordinate the weekly CEO agenda meeting
Prepare and deliver a Monday dashboard briefing before the CEO’s first meeting
Manage and coordinate the CEO’s commitments, meetings, priorities, and deadlines