Executive Assistant – CEO

• Manage the CEO's inbox, calendar, appointments and daily scheduling
• Draft professional emails and client communications
• Coordinate meetings with clients, prospects, partners and internal stakeholders
• Arrange travel, accommodation and business appointments
• Handle personal administration, expense tracking and ad hoc requests
• Conduct research and prepare reports, presentations and meeting summaries
• Anticipate the CEO's needs and proactively manage priorities
• Manage bill payments, vendor payments, invoicing and payroll administration
• Track expenses, invoices and financial records
• Coordinate administrative processes and operational workflows
• Improve administrative efficiency and systems
• Prepare client follow-up emails and coordinate ongoing client communication
• Respond to client requests and ensure timely follow-ups
• Assist with customer onboarding and implementation
• Track client deliverables, action items and outstanding tasks
• Support account management activities
• Coordinate projects, deadlines and internal team activities
• Monitor tasks and ensure deliverables are completed
• Maintain organised workflows and project documentation
• Support quality assurance reviews of software, data and internal processes
• Identify operational challenges and recommend solutions
• Use Google Workspace, Microsoft Excel and HubSpot CRM
• Leverage Claude, ChatGPT and automation platforms to improve productivity
• Prepare client correspondence using AI-assisted meeting notes and summaries
• Transition into broader Account Management and Customer Success responsibilities, including client relationships, onboarding, implementation, deliverables, satisfaction and retention

• 5–10 years of relevant experience in executive assistance, business administration, operations or similar roles preferred
• Previous experience supporting a US-based startup CEO or Founder remotely is essential
• Exceptional written and verbal English communication skills
• Demonstrated experience drafting professional client-facing emails and business correspondence
• Hands-on experience with invoicing, vendor payments, bill payments and payroll administration
• Strong proficiency in Google Workspace or Microsoft 365, particularly Excel, calendars and document management
• Excellent organisational, multitasking and time-management skills
• Ability to work independently with minimal supervision
• Strong attention to detail and commitment to accuracy
• Experience managing confidential business and financial information
• Comfortable working US Pacific Time hours on a permanent basis
• Must be available for full-time, exclusive employment, without conflicting employment commitments
• Experience within a SaaS, technology or startup environment advantageous
• Customer success, client onboarding or account management experience advantageous
• HubSpot CRM experience advantageous
• Familiarity with AI tools, workflow automation and productivity platforms advantageous
• Experience coordinating projects and customer implementations advantageous
• Exposure to sales support, lead management, prospecting or business development advantageous
• Experience supporting high-value enterprise clients advantageous
• Shortlisted candidates may be required to provide an updated CV, video introduction and written client-facing email assessment