Executive Assistant to the CEO

Position Overview

The Executive Assistant to the CEO is responsible for protecting the CEO’s time, improving company execution, managing communication flow, and ensuring operational priorities move forward without constant CEO involvement.

This role serves as the CEO’s right hand by converting ideas, decisions, and goals into organized actions, follow-ups, systems, and completed projects.

You will manage executive administration, coordinate team accountability, organize information, prepare reports, support internal systems, and ensure the CEO focuses on high-impact responsibilities, including strategy, content creation, speaking, coaching, partnerships, and company growth.

This role requires a high-ownership individual who believes in responsibility, initiative, and solution-focused execution. The Executive Assistant is expected to operate with a “figure-it-out” mindset: identifying problems, researching solutions, making recommendations, and reducing dependency on the CEO for everyday decisions.

Core Role KPIs and Metrics (Weekly & Monthly)

• 100% CEO calendar accuracy with zero missed meetings or commitments
• 95–98% task completion accuracy
• CEO response requirement reduced by at least 50% within 60 days
• Weekly departmental reports collected and summarized on time
• 100% follow-up tracking completion
• CEO weekly priority dashboard updated consistently
• Meeting notes/action points delivered within 24 hours
• Zero missed important deadlines
• Maximum 5 minutes internal communication response time during working hours
• SOP documentation updated weekly
• Reduction in repeated operational issues
• 90%+ team accountability tracking accuracy
• 100% weekly report accountability tracking across assigned departments
• Zero repeated reminders required for owned responsibilities
• Consistent completion of assigned tasks within agreed deadlines
• Demonstrated initiative by identifying and solving operational gaps monthly
• Continuous improvement contribution: minimum 1 workflow/process improvement recommendation monthly
• Annual professional development commitment completed

Strategic Work (High-Level Responsibilities)

• Build and maintain systems that protect CEO focus time.
• Help CEO prioritize important decisions, projects, and opportunities.
• Convert CEO ideas into organized action plans.
• Prepare CEO briefing documents before meetings.
• Ensure the CEO spends majority of time on high-value activities.
• Track progress of key company projects.
• Identify operational bottlenecks and recommend improvements.
• Coordinate execution between departments.
• Ensure important initiatives do not lose momentum.
• Create visibility around what needs CEO attention.
• Manage weekly departmental reporting processes.
• Confirm team submissions and completion of assigned responsibilities.
• Review updates and summarize important insights.
• Highlight decisions, risks, and urgent issues requiring CEO input.
• Improve internal communication and accountability systems.
• Support creation and improvement of SOPs.
• Organize internal workflows.
• Improve Trello, Google Drive, Slack, and documentation structures.
• Identify repetitive problems and create scalable solutions.
• Support CEO relationship management.
• Manage outreach workflows.
• Track partnership conversations.
• Draft professional communication when required.
• Ensure important relationships receive timely follow-up.

Tactical Work (Daily & Operational