Executive Assistant to CEO | Operations & Leadership Coordination

This is not a traditional Executive Assistant role. It is a de facto Chief of Staff position that blends senior executive support with business operations coordination across multiple entities and global teams.

The CEO leads a portfolio of service and technology businesses with onshore and offshore delivery teams. The environment is fast-moving and high-ambiguity by design. Priorities shift. Decisions happen quickly. The person in this role will thrive in that reality, not be overwhelmed by it.

What we need is someone who can bring order to complexity, hold the operating rhythm steady, and when required, slow down a high-velocity decision long enough to surface the data and trade-offs that make it a good one. That includes managing up to the CEO with the same confidence used to manage across the leadership team.

 

1. CEO Office Execution and Follow-Through

• Own the CEO''s action-item system: capture commitments, assign owners, track due dates, and close loops without being asked twice.
• Follow up proactively with leaders on blockers, updates, and deliverables. Escalate risks early, before they become surprises.
• Prepare daily and weekly CEO briefings covering priorities, pending decisions, risk flags, and key metrics.
• Serve as the last line of defense against scope creep, priority pile-on, and last-minute agenda changes that pull the CEO off critical work.

2. Operating Cadence and Accountability

• Run the weekly leadership rhythm, including agenda preparation, pre-reads, meeting notes, action items, and follow-up.
• Establish and maintain standardized status reporting across all service lines and business entities (one-page weekly updates, consistently formatted).
• Track goals, OKRs, and KPIs. Maintain a simple, current executive dashboard that requires no prep work to read.
• When the CEO''s own commitments are at risk of slipping, flag it. Protecting the operating cadence means holding everyone accountable, including the principal.

3. Cross-Team Coordination and Clarity

• Coordinate between onshore and offshore teams to maintain alignment on priorities, timelines, and ownership.
• Drive RACI-level clarity on who owns what, by when, and what depends on what across concurrent initiatives.
• Support high-priority workstreams including customer escalations, hiring timelines, delivery tracking, and finance follow-ups.
• When competing priorities create conflict, help the CEO make a deliberate choice rather than defaulting to whoever asked last.

4. Calendar, Meetings, and Communications

• Own the CEO calendar completely: protect deep work blocks, sequence meetings intentionally, and enforce time discipline with internal and external stakeholders.
• Prepare meeting agendas, briefing notes, and post-meeting summaries. Ensure every meeting has a purpose, pre-read, and clear output.
• Draft internal communications on behalf of the CEO including announcements, follow-ups, recognition, and policy reminders.

5. Process and AI-Enabled Operations

• Build and maintain lightweight workflows using Google Workspace or Microsoft 365, Slack or Teams, and project tracking tools such as Asana, ClickUp, or Jira.
• Use AI tools (Copilot, Gemini, Zapier, or equivalents) to summarize information, generate status updates, and maintain documentation.
• Create and maintain SOPs for recurring CEO office processes so the system runs even when you are not in the room.

Required Qualifications

• 7 or more years of experience in an Executive Assistant, Operations Manager, Program Manager, or Chief of Staff support role, ideally in a multi-entity services or technology company.
• Demonstrated ability to push for accountability from senior leaders, professionally and without apology.
• Strong written and verbal communication, including drafting executive-level messaging and leadership communications.
• High proficiency with productivity suites, collaboration tools, and project tracking platforms.
• Excellent judgment with sensitive and confidential information. High discretion is non-negotiable.
• Comfortable being the most organized person in the room, including when that room includes the CEO.

Preferred Qualifications

• Experience supporting a CEO or C-suite executive in a services or tech company with multiple delivery teams and offshore operations.
• Familiarity with KPIs, OKRs, project tracking, and basic finance or business reporting.
• Proficiency with AI-agentic tools such as Gemini, Copilot, or Zapier Central, and ERP or project management stacks including NetSuite, Jira, or ClickUp.
• Background in program management, delivery operations, or business operations.
• Exposure to finance, accounting, legal, or compliance functions in a professional services context.

A Note on This Role
This role will challenge you. The complexity is real. The pace is real. The value you create, for a CEO and a set of teams that genuinely need what you bring, is also real. If you have been looking for a role where your operational discipline and your strategic instincts both get used every day, this is it.