Executive Assistant to CEO

Full Job Description

Role Type: Full-Time

Reports to: CEO

Works Closely With: Chief Administrative Officer and On-Site Executive Assistant

Role Overview

We are seeking a highly proactive, detail-oriented Executive Assistant to function as a true right hand to the CEO. This role is designed to take full ownership of executive communications, meeting preparation, reporting review, follow-ups, and high-level development support so the CEO can focus on leadership, decision-making, and growth.

This is not a traditional administrative role. The ideal candidate can read, understand, and summarize complex information, identify gaps before meetings, hold teams accountable through structured follow-ups, and support the CEO across development, real estate, and construction at an executive level.

The CEO already has an on-site assistant. This role complements that position by handling deep-focus work such as inbox management, report review, and development coordination.

Job Responsibilities

Core Responsibilities:

• Executive Inbox & Communication Management
• Fully manage multiple CEO email accounts
• Read, prioritize, draft, and send responses on behalf of the CEO
• Flag emails requiring decisions, approvals, or sensitive handling
• Track open items and ensure timely follow-ups
• Reduce email noise while ensuring nothing important is missed

Meeting Preparation & Follow-Up:

• Review reports, dashboards, and documents ahead of meetings
• Prepare concise executive summaries and talking points
• Identify missing information, incomplete deliverables, or outdated dashboards
• Prepare action-item lists and follow up post-meeting
• Ensure accountability across internal teams and external partners

Reports, Dashboards & Information Review

• Read and interpret operational, financial, and performance reports
• Highlight risks, inconsistencies, and trends
• Create executive-level bullet summaries
• Monitor whether assigned owners have updated reports and dashboards
• Flag issues before meetings rather than during them

 Execution & Accountability Support

•  Track commitments, deadlines, and deliverables
• Follow up with owners when work is delayed or incomplete
• Escalate issues appropriately
• Maintain structured trackers for action items and priorities

 Development, Real Estate & Growth Support

The CEO is actively involved in identifying new locations,

working with brokers, negotiating leases, and overseeing construction at a high

level. This role will support those efforts by keeping communication,

information, and follow-ups organized and visible.

Real Estate & Broker Coordination

• Manage broker communications and site-related emails
• Track new location opportunities, proposals, and next steps
• Organize site details and materials for CEO review
• Prepare brief summaries of potential locations

 Lease & Negotiation Support

• Review lease drafts and deal summaries at a high level
• Flag key business terms, deadlines, and open items
• Track negotiation progress with brokers, landlords, and attorneys
• Prepare the CEO ahead of lease-related calls and discussions

Construction & Development Oversight (Executive Level)

• Monitor top-level construction updates and timelines
• Track milestones and missing updates 
• Flag delays or risks that may require CEO attention
• Prepare concise development status summaries

Development Meeting Preparation

• Prepare talking points and questions for development calls
• Track action items from development discussions
• Follow up with internal and external stakeholders

Job Requirements

Required Skills & Experience

• 5+ years supporting senior executives, founders, or CEOs
• Excellent written English with strong business judgment
• Strong analytical and organizational skills
• Ability to read and summarize reports clearly
• High attention to detail and follow-through
• Comfortable flagging issues and pushing back respectfully
• High discretion and professionalism
• Experience working across time zones preferred

Tools & Systems

• Experience with or ability to quickly learn tools such as:
• Gmail or Outlook
• Microsoft Office or Google Workspace
• Excel or Google Sheets
• Dashboards and reporting tools
• Task and project tracking tools

Skills Required

• Admin Support - Expert
• Analytics - Expert
• Communication Skills - Expert

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