Executive Assistant to CEO; EA – CEO Office
Job Description & How to Apply Below
Role Summary The Executive Assistant to the CEO will act as a trusted partner to the CEO and the CEO Office—owning calendar and meeting management, ensuring follow-through on priorities, streamlining communication, and enabling high-impact execution across leadership stakeholders. This role requires exceptional discretion, operational discipline, strong communication, and the ability to anticipate needs in a fast-paced environment.
Key Responsibilities
1) CEO Calendar & Time Management
Own end-to-end calendar management: prioritization, scheduling, rescheduling, buffer planning, and conflict resolution.
Prepare daily/weekly schedule briefs with context, objectives, and required pre-reads.
Coordinate travel schedules (if needed) and ensure time efficiency and contingency planning.
2) Meeting & Stakeholder Coordination
Plan and manage internal/external meetings: agenda alignment, pre-reads, invite hygiene, attendee coordination.
Capture meeting notes, decisions, and action items; drive follow-ups to closure.
Coordinate across leadership team (Business, Product, Tech, Ops, Sales, Clinical/Wellness, HR, Finance) and external partners (clients, vendors, investors).
3) CEO Office Operations & Execution Support
Maintain CEO priorities tracker: OKRs, key projects, escalations, commitments, and deadlines.
Support preparation for leadership reviews, board/investor updates, client meetings, and critical presentations.
Create first drafts of emails, memos, meeting summaries, and updates on behalf of the CEO.
4) Communication & Information Flow
Manage CEO inbox/communications as required: triage, flag urgent issues, draft responses, ensure timely follow-up.
Act as a gatekeeper while maintaining strong stakeholder relationships and responsiveness.
Ensure sensitive information is handled with strict confidentiality.
5) Admin & Logistics (as needed)
Arrange events, offsites, leadership meetings, and client visits.
Manage expense documentation, reimbursements, and admin coordination.
Coordinate with HR/Admin/Facilities for onboarding, travel, and other CEO office needs.
Required
Skills & Qualifications
3–5 years experience as an Executive Assistant / Senior EA supporting CXOs (preferably CEO).
Strong proficiency with Google Workspace / MS Office (Calendar, Docs, Sheets, Slides), Zoom/Meet, Slack/Teams.
Excellent written and verbal communication; strong email and document drafting ability.
High attention to detail, strong follow-through, and ability to manage multiple priorities.
High discretion and professionalism; ability to handle confidential information.
Strong coordination skills with internal and external stakeholders.
Preferred Qualifications
Experience in healthcare / wellness / insurance / SaaS / startup environments.
Experience supporting leadership routines (OKRs, weekly business reviews, executive dashboards).
Basic comfort with numbers/metrics and structured reporting (status trackers, summaries).
Key Competencies (What success looks like)
Anticipates CEO needs and removes friction before it becomes a problem.
Brings structure: clear trackers, clean calendars, and reliable follow-ups.
Communicates crisply; escalates appropriately and early.
Calm under pressure; handles last-minute changes smoothly.
Acts as a brand ambassador for the CEO and company.
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