Executive Assistant – CEO

Role Overview

• Own and independently manage the CEO’s calendar, inbox and travel arrangements
• Prioritize, triage, and draft email responses; flag key messages and forward to relevant internal stakeholders
• Coordinate hiring processes for leadership roles handled by the CEO
• Prepare briefing notes, background summaries, and context for key meetings
• Upon request: search, analyze, and extract actionable information regarding technology and language market dynamics and changes, competitor landscape, etc.
• Manage and contribute to special projects as needed
• Support personal administrative tasks and errands as needed
• Build a deep understanding of the CEO’s goals, decision-making style, time preferences, and top priorities
• Shadow existing processes for executive support and related projects
• Immerse yourself in internal tools (G-suite) and systems (Slack, Notion, Miro, etc.)
• Take over email triage, meeting preparation, and daily briefings with increasing autonomy
• Establish a rhythm for daily check-ins and weekly syncs with the CEO
• Audit and streamline the CEO’s calendar, identifying low-leverage meetings, time blocks for focus, and better prep flows
• Take over CEO meeting prep end-to-end (agendas, briefs, decks, notes, and follow-ups), with consistent quality
• Own travel, speaking engagement logistics, and external relationship scheduling without oversight
• Build trusted relationships with other senior leaders to help the CEO stay aligned cross-functionally
• Be seen by the CEO as indispensable—anticipating needs, enabling faster decisions, and freeing up leadership capacity
• Drive 1–2 high-impact projects for the CEO (e.g., vendor evaluation, relocation)

Requirements

• Fluency in English, both spoken and written
• 1+ years prior experience in a similar (administrative) role
• Outstanding organizational, time management and multitasking skills, strong attention to detail
• Proficient in G-suite tools: Google Calendar, Google Sheets, Gmail, etc.
• Strong analytical skills: ability to critically assess options and make responsible choices.
• Strong communication skills: ability to interact with various stakeholders and adjust the tone accordingly
• High discretion, loyalty, and proactive attitude
• Someone passionate about the company’s mission and eager to contribute
• Comfortable with ambiguity and self-managing in a highly intense startup environment
• Experience with Greenhouse, Slack, Notion, Miro is a plus
• Ability to work in EST timezone

Benefits

• Fully remote team
• Be part of an AI Native Organization
• Innovating a $100 Billion industry
• Join the rocketship to scale-up 10x and beyond together
• Smartcat Culture: Where Diversity Meets High Performance