Executive Assistant To CEO

About the Role

This is not a secretary role. This is leverage.

We're looking for a proactive, outspoken, and highly organized Executive Assistant to become the right hand to our Founder & CEO. Your job is to anticipate needs before they arise, build systems so nothing slips through the cracks, and ensure the founder is always operating at maximum focus and efficiency.

If you're the kind of person who naturally spots problems before they happen, thrives on structure, and knows how to use AI to multiply output — this role will feel like home.

Responsibilities

Day-to-Day Support

• Sit in on all key meetings to provide context, take notes, and turn action items into follow-ups.
• Manage and optimize the CEO's email inbox and calendar (using rules, filters, and AI to keep things clean, prioritized, and on-point).
• Design and protect the CEO's ideal daily/weekly routine while keeping the team updated on availability.
• Handle end-to-end travel arrangements (flights, hotels, transport, preferences, backups).
• Ensure commitments are tracked — internal and external — and followed up on.
• Run all call bookings through you based on agreed rules for days/times.
• Handle online purchases, shipping, returns, invoice payments, and bookings (personal + business).
• Prepare call briefs (who they are, company background, talking points) and provide post-call recaps.
• Monitor Slack & Asana for anything requiring CEO attention, filtering where possible.
• Keep a daily huddle and end-of-day recap with the CEO, plus an end-of-week report.
• Be the first point of contact for partners, agencies, and other external stakeholders.
• Spot inefficiencies and propose systems or automations to streamline.

Documentation & Systems

• Build and maintain the "CEO Operating System" doc: preferences, frameworks, routines, and decision rules.
• Keep an EA Log of daily events, decisions, and pending items so nothing gets repeated or lost.
• Manage CEO's Notion workspace, ensuring notes, docs, and projects are stored and organized.
• Maintain a Commitments Tracker across all stakeholders.

Team Interaction

• Know who's who in the org chart and route communication properly.
• Work closely with the PM to chase updates, nudge owners, and ensure progress.
• Send routine nudges: "Harvey asked me to check in on X."
• Speak up on calls when you have context the team may not.

What We're Looking For

Skills & Experience

• Proven experience as an Executive Assistant or Chief of Staff supporting a high-performing founder/executive.
• Fluent with Notion, Slack, Asana, and other productivity tools.
• Comfortable managing complex calendars, inboxes, and global travel.
• Strong writing and communication skills.
• Experienced in building and maintaining systems.

Mindset & Personality

• Outspoken — not afraid to chase people and hold them accountable.
• Highly organized and punctual with extreme attention to detail.
• Anticipates needs rather than waits for instructions.
• Conscientious, disciplined, and habit-driven.
• Strong interest in self-improvement, productivity, and systems thinking.

AI Leverage

• Must be an advanced user of AI tools (ChatGPT, Claude, automation workflows).
• Knows how to use AI to manage inboxes, draft documents, create briefs, summarize info, and streamline workflows.
• Not just "uses ChatGPT for emails" — but builds prompt libraries and automations to save hours.

Why This Role is Different

• You'll work directly with a founder scaling a multi-8 figure business towards 9-figures.
• You'll have visibility across all departments (Marketing, Ops, Product, Finance, CX) and learn how a high-performance company operates.
• You'll be empowered to take ownership, build systems, and prevent fires before they start.
• You'll become the person who makes sure the founder never has to think about 80% of things again.
• Fully-remote working on Irish timezone

Success in This Role Means…

• The CEO's calendar and inbox are 100% under control.
• Meetings are prepped and followed up on without reminders.
• Travel, personal admin, and logistics happen without the CEO asking.
• Commitments (internal + external) are tracked and closed.
• Problems are spotted and solved before the CEO sees them.
• Systems and documentation improve every week.