Executive Assistant to the CEO (Remote)

US Job Finders is searching for a:

Executive Assistant to the CEO (Remote)

Location: Remote
Employment Type: Full-Time
Working Hours: 9:00 AM – 5:00 PM EST
Experience Required: Prior Executive Assistant experience supporting high-level executives or entrepreneurs

About the Role

US Job Finders is seeking an exceptional Executive Assistant to directly support the ownership and leadership of a high-growth, high-performance organization operating across sales training, executive coaching, and professional services.

This is not a standard "virtual assistant" role where you wait to be handed tasks. You will serve as the ultimate gatekeeper, integrator, and partner to Ownership. Your primary directive is simple: take care of Ownership's personal and professional administrative needs so they can maximize their leadership time, focus on revenue-generating activities, and continue driving the businesses forward.

Ownership operates in an incredibly fast-paced and demanding environment, balancing CEO responsibilities, executive coaching, client commitments, business development, and personal responsibilities. You will work closely with the Chief of Staff to ensure that absolutely no balls are dropped.

Everyone depends on leadership to guide them toward the north star, and leadership depends on you to keep their path clear.

The organization operates around five core values: Humanity++, Boldness, Accountability, Growth Mindset, and Ambition & Drive. We are looking for an Executive Assistant who embodies these values, someone who is deeply human and empathetic while operating with relentless precision and accountability.

Key Responsibilities

Flawless Calendar & Time Management

• Ruthlessly protect and manage Ownership's time.

• Manage complex, constantly changing schedules across multiple businesses and personal responsibilities.

• Coordinate meetings, appointments, training sessions, executive commitments, and personal obligations.

• Anticipate scheduling conflicts and proactively resolve them before they become problems.

• Ensure Ownership's time remains focused on the highest-value activities.

Inbox & Communication Triage

• Serve as the first line of defense for Ownership's communications.

• Manage and organize high-volume email inboxes.

• Identify and prioritize urgent or high-value communications.

• Gather context, connect the dots, and draft responses when appropriate.

• Proactively research missing information rather than allowing communications to stall because of missing context.

• Ensure important communications receive timely follow-up.

Logistics & Travel

• Seamlessly coordinate flights, accommodations, transportation, and detailed itineraries.

• Manage logistics for business travel, client bootcamps, Traction meetings, executive sessions, and personal travel.

• Anticipate potential travel issues and proactively develop solutions.

Professional & Personal Integration

• Manage both professional and personal administrative responsibilities for Ownership.

• Take ownership of tasks that distract Ownership from revenue-generating, leadership, coaching, or visionary activities.

• Coordinate across multiple businesses and responsibilities to create structure and predictability.

• Proactively identify opportunities to remove administrative burdens from Ownership.

Meeting Preparation

• Ensure Ownership enters every executive session, training, client meeting, and internal meeting fully prepared.

• Assemble meeting briefs, relevant background information, Fathom links, CRM information, and supporting documentation.

• Review previous meetings, transcripts, project boards, and other resources to identify relevant context.

• Anticipate what information Ownership will need before they need to ask for it.

Required Skills & Qualifications

• Prior experience supporting CEOs, founders, entrepreneurs, or senior executives in a fast-paced environment.

• Ability to perform effectively in a high-pressure environment with constantly changing priorities.

• Excellent written and verbal English communication skills.

• Strong reading, writing, and professional communication abilities.

• Exceptional organizational and time-management skills.

• Ability to manage complex calendars and multiple competing priorities.

• Strong professional judgment and discretion when handling confidential information.

• Ability to work independently and take ownership without constant supervision.

• Strong problem-solving and research capabilities.

• Ability to anticipate needs rather than simply react to assigned tasks.

Technology & Systems

Candidates should be highly comfortable working with modern business technology, including:

• Microsoft Office 365

• Microsoft Outlook

• Microsoft Teams

• HubSpot – prior experience strongly preferred

• Zoom

• Fathom

• CRM and project management systems

• AI-powered productivity tools and workflows

Candidates should have a strong general understanding of AI tools and be comfortable adopting new AI-enabled workflows that improve executive productivity and operational efficiency.

Who You Are

Hyper-Attentive to Detail
You double-check and triple-check. Precision isn't something you aspire to, it is your baseline.

Proactive Context-Seeker
When you don't know the answer, you look for it. You know how to dig into CRMs, meeting transcripts, project boards, emails, and internal systems to find the missing puzzle pieces before asking for help.

Tough but Human
You can protect Ownership's boundaries and say "no" gracefully but firmly. You care about people while still demanding accountability and follow-through.

Tech-Fluent
You are comfortable navigating multiple systems and quickly learning new technology. You aren't intimidated by new platforms, automation, or AI workflows.

Calm Under Pressure
Ownership operates at a fast pace with demanding schedules and responsibilities. Where others see chaos, you create order, calm, and predictability.

Accountable
You take ownership. When something falls within your responsibility, leadership should not have to wonder whether it is getting done.

Core Values

The organization operates according to five core values:

• Humanity++

• Boldness

• Accountability

• Growth Mindset

• Ambition & Drive

The ideal candidate genuinely aligns with these values and brings them into their daily work.

Working Hours

Full-Time
9:00 AM – 5:00 PM EST

What We Offer

• Competitive compensation based on experience

• Performance-based end-of-year bonus

• Paid time off

• 100% remote work environment

• Opportunity to work directly within the inner circle of successful entrepreneurs and business leaders

• Direct support and collaboration with a Chief of Staff

• Exposure to multiple growing businesses, executive coaching, sales training, and leadership initiatives

• Opportunity for long-term professional growth alongside a high-performance leadership team

What Success Looks Like

• Ownership's calendars are organized, protected, and optimized around their highest-value priorities.

• Important emails, communications, and follow-ups never fall through the cracks.

• Ownership enters meetings fully prepared with the necessary context, documentation, and information.

• Travel and logistics are handled seamlessly without requiring significant involvement from Ownership.

• Administrative and personal responsibilities are proactively handled before they become distractions.

• Information is researched and context is gathered independently rather than relying on Ownership to provide every answer.

• The Chief of Staff and Ownership can confidently delegate responsibilities knowing they will be completed accurately and on time.

• Ownership spends more time on leadership, clients, revenue generation, and strategic initiatives because you have removed administrative friction from their lives.