Executive Operations Partner – CEO Office

Role Overview

• Act as the first operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO.
• When new requests enter the CEO's inbox, calendar, or communication channels:
• Determine whether the CEO must be involved
• Identify items that can be delegated
• Flag items that should be postponed
• Recommend items that should be declined
• Protect executive focus by preventing unnecessary involvement
• When priorities conflict, surface recommendations instead of simply presenting problems.
• Project Execution When the CEO introduces a new initiative, partnership, idea, or strategic priority:
• Convert it into a documented execution plan
• Define objectives and desired outcomes
• Assign ownership
• Establish timelines and milestones
• Define success metrics
• Determine immediate next actions
• Maintain visibility from project launch through completion.
• Follow up proactively when deadlines slip, ownership becomes unclear, or momentum stalls.
• Meeting Management Before executive and leadership meetings:
• Prepare briefing documents
• Gather relevant background information
• Identify risks and unresolved decisions
• Present recommended actions
• During meetings:
• Capture decisions in real time
• Document commitments and ownership
• Record action items requiring follow-through
• After meetings:
• Distribute action items
• Confirm ownership
• Track completion
• Follow up until commitments are executed
• If decisions are made without clear owners, resolve the ambiguity immediately.
• Leadership Accountability Maintain a single source of truth for active initiatives.
• Track:
• Deliverables
• Deadlines
• Risks
• Escalations
• Bottlenecks
• Ownership
• Provide weekly executive reporting that highlights:
• Progress
• Risks
• Missed commitments
• Decisions requiring executive input
• Escalate execution risks before they become operational problems.
• Communication Management Draft and manage:
• Leadership updates
• Internal communications
• Meeting summaries
• Follow-up messages
• Strategic announcements
• Translate CEO direction into communication that teams can execute without requiring repeated clarification.
• Decision Tracking Maintain a CEO Decision Log.
• For every significant decision:
• Document the decision
• Capture why it was made
• Record ownership
• Track execution status
• Prevent repeated discussions caused by missing documentation or unclear accountability.
• Organizational Clarity Identify situations where:
• Ownership is unclear
• Multiple leaders believe they own the same initiative
• Priorities compete for the same resources
• Teams are overcommitted
• Strategic direction is being interpreted differently across departments
• Escalate issues with recommended solutions rather than observations alone.

Requirements

• 5+ years supporting founders, CEOs, executives, or business owners
• Strong project management experience across multiple concurrent initiatives
• Experience coordinating work across multiple departments
• Exceptional written English
• Experience creating executive reports and operational updates
• Experience documenting processes, systems, and workflows
• Strong organizational systems thinking
• Ability to manage competing priorities without constant supervision

You must be comfortable:

• Making decisions with incomplete information
• Following up repeatedly when accountability is weak
• Challenging assumptions respectfully
• Managing founder-driven environments with frequent changes
• Operating independently for extended periods without detailed direction

Candidates who primarily identify as administrative assistants without execution ownership experience are unlikely to succeed in this role.

Benefits

• PTO
• HMO
• Fully Remote Work
• Competitive Salary Package