V101 - Executive Assistant | Senior Executive Assistant to CEO

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As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!

Job Description:

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.

Monthly Compensation: 1,060 to 1,150 USD

Responsibilities include, but are not limited to:

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

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

Required Skills

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

Work Shift:

Languages:

English

Ready to dive in? Apply now and make sure to follow all the instructions!

Our application process involves multiple stages, and submitting your application is just the first step. Every candidate must successfully pass each stage to move forward in the process.

Please keep an eye on your email and WhatsApp for the next steps. A recruiter will be assigned to guide you through the application process. Be sure to check your spam folder as well.