Senior Executive Assistant

SUBTEXT LLC•St. Louis, MO

11d•Onsite

About The Position

The Senior Executive Assistant to the Co-CEOs provides proactive, high-level support focused on organization, prioritization, and execution. This role serves as a central point of coordination for the Co-CEO’s activities, ensuring that priorities are clear, commitments are tracked, and follow-through happens consistently. This position goes beyond traditional administrative support and plays a key role in helping the Co-CEOs stay focused, prepared, and effective in a fast-paced environment. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities while maintaining strong communication and consistent follow-up across teams.

Requirements

Bachelor degree preferred
8-10 years of experience supporting a CEO
Strong organizational and time management skills with the ability to manage multiple priorities
Experience managing complex calendars and coordinating logistics
Excellent written and verbal communication skills
High level of discretion, professionalism, and reliability
Proven ability to follow through consistently and manage details without losing sight of priorities

Nice To Haves

Experience supporting a CEO/Founder in a fast-paced or growing company
Exposure to coordinating cross-functional work or projects
Familiarity with Microsoft Office, Teams, and task tracking tools

Responsibilities

Partner with the Co-CEOs to maintain focus on top organizational priorities and strategic objectives
Translate priorities, discussions, and decisions into clear actions, timelines, and next steps
Prepare the Co-CEOs with relevant context, insights, and materials to support effective decision-making
Assist in structuring agendas and leadership meetings to ensure discussions are focused and outcomes-driven
Track key decisions, commitments, and follow-ups to support accountability and execution
Serve as a liaison across teams to ensure alignment, clarity, and progress on key initiatives
Capture tasks, requests, and commitments from meetings, emails, and other communications
Translate discussions into clear action items with defined owners and timelines
Track progress and proactively follow up with stakeholders to ensure completion
Maintain visibility into what is on track, at risk, or needs attention
Help ensure that key priorities and commitments do not fall through the cracks
Manage a complex and dynamic calendar, ensuring alignment with the Co-CEOs highest priorities
Act as a gatekeeper for the Co-CEOs time by evaluating and prioritizing meeting requests
Continuously assess and re-prioritize the schedule based on shifting business needs
Coordinate meetings, travel, and logistics with a high level of accuracy and attention to detail
Prepare the Co-CEOs for meetings with clear agendas, background information, and necessary materials
Manage expenses, correspondence, and day-to-day administrative responsibilities
Serve as a central point of coordination between the Co-CEOs and internal/external stakeholders
Help facilitate communication across teams to ensure alignment and clarity
Organize leadership and internal meetings to ensure they are well-prepared and productive
Support the flow of information so the Co-CEOs are consistently informed and prepared
Assist in coordinating key initiatives and priorities led by the Co-CEOs
Help organize timelines, materials, and next steps for ongoing workstreams
Identify when additional structure or follow-up is needed and bring organization to evolving priorities
Support planning and logistics for leadership meetings, offsites, and key company events
Coordinate travel and meeting logistics, including multi-city trips and external meetings
Ensure schedules are efficient, well-organized, and aligned with business priorities
Prepare itineraries and supporting materials for external engagements
Provide select personal support that directly enables the Co-CEOs effectiveness (e.g., scheduling, travel coordination, reservations)
Ensure alignment between business and personal commitments to avoid conflicts and maximize efficiency