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High Level Executive Assistant

HIREXE • Other • Other (South Africa) • $200 - $300 / year • 23h ago

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Job Title: Chief of Staff

Location: Fully Remote (USA)

Time Zone: Must be comfortable working within EST (Eastern Standard Time)

Position Overview

The Chief of Staff (EA) will act as the CEO’s trusted partner, managing high-priority administrative, operational, and communication functions to maximize efficiency and impact. This role requires a mix of organizational expertise, operational savvy, and proactive problem-solving to ensure the CEO is focused on high-value strategic activities.

The EA will also provide critical support across the executive leadership team, particularly in areas such as research, reporting, and process optimization. This is an opportunity to play a pivotal role in the success of a high-growth organization.

Key Responsibilities

CEO Enablement and Administrative Excellence (Highest Priority – ~50% of the role’s impact)
- Manage the CEO’s calendar to ensure time is spent on strategic, high-value activities.
- Prepare meeting materials, take notes, and ensure follow-up on action items.
- Handle all travel arrangements and external engagement logistics.
- Act as the primary point of contact for internal inquiries, ensuring a streamlined flow of information to and from the CEO.
Operational Coordination (High Impact – ~25% of the role’s impact)
- Own recurring operational workflows, including payroll, and invoicing.
- Maintain and update the company’s centralized knowledge base, organizing SOPs, key metrics, and workflows for easy access.
- Drive meeting rhythms and ensure agendas and summaries are effectively communicated.
- Support cross-functional collaboration by triaging issues and escalating only when necessary.
Research and Insights (Moderate Impact – ~15% of the role’s impact)
- Conduct targeted market research and deliver actionable insights on customer profiles, industry trends, and competitors.
- Aggregate and summarize internal metrics, ensuring leadership has visibility into performance.
Communication and Cultural Support (Lower Impact – ~10% of the role’s impact)
- Draft concise and professional communications (emails, updates, and reports).
- Coordinate virtual team engagement activities, promoting morale and collaboration.

Success Outcomes

CEO Focus : The CEO’s schedule is optimized, and time is spent on high-value strategic activities.
Operational Efficiency : Administrative workflows, payroll, and invoicing are executed flawlessly, with a well-maintained internal business wiki.
Actionable Insights : High-quality research and reporting enable data-driven decision-making by the CEO and leadership team.
Team Engagement : Cultural and morale-building activities are effectively coordinated, fostering a collaborative environment.

Minimum Requirements

Experience (Most Critical)
- 5+ years of experience as an Executive Assistant, Operations Manager, or similar role supporting senior executives.
- Proven track record in managing complex calendars, handling sensitive information, and coordinating multiple priorities.
- Experience working in SaaS, technology, or high-growth startups is a strong advantage.
- Familiarity with key operational processes such as payroll, invoicing, and knowledge management.
Skills (Critical to Success)
- Exceptional Organizational Skills: Proven ability to manage calendars, track projects, and stay ahead of deadlines.
- Strong Communication Skills: Clear and concise written and verbal communication; capable of drafting executive-level materials.
- Technical Proficiency: Proficiency with tools such as Google Workspace, Slack, Notion, and HubSpot (or ability to learn quickly).
- Analytical and Research Skills: Comfort conducting market research, analyzing data, and presenting actionable insights.
Mindset (Ensures Cultural Fit)
- Proactive and Self-Starting: Anticipates needs and takes initiative without waiting for direction.
- Adaptable and Resourceful: Thrives in a fast-paced, dynamic environment with shifting priorities.
- Detail-Oriented and Reliable: Consistently delivers high-quality work with precision and dependability.
- Collaborative and Empathetic: Builds strong relationships across teams, fostering trust and alignment.
Additional Attributes (Adds Value)
- Experience coordinating cross-functional team projects or initiatives.
- Familiarity with internal documentation tools or workflows (e.g., creating SOPs).
- Strong customer-facing communication skills to support client relationships when needed.

NB: Only high-level candidates with 5+ years of experience as an Executive Assistant, Operations Manager, or similar role supporting senior executives will be considered.