Executive Assistant to Chief Executive Officer

Executive Assistant to the CEO

Location: Hybrid

Travel: Occasional travel to California approximately every other month

About the Role

We are seeking an experienced, highly organized, and proactive Executive Assistant to support the CEO of a growing AI company. This role requires a detail-oriented professional who can manage executive priorities, oversee contract administration, and handle day-to-day administrative responsibilities with discretion and efficiency.

The ideal candidate has extensive experience supporting C-suite executives, excels at anticipating needs, and can thrive in a fast-paced, evolving business environment.

Key Responsibilities

• Manage the CEO’s calendar, meetings, appointments, and scheduling priorities.
• Coordinate correspondence, meeting logistics, and follow-up on key action items.
• Manage contracts and agreements using DocuSign, including routing documents for signatures, tracking outstanding agreements, and ensuring timely completion.
• Maintain organized contract records, monitor renewal dates and deadlines, and ensure executed documents are properly stored.
• Coordinate with internal teams, external partners, and legal counsel regarding contract status and documentation.
• Arrange business travel, accommodations, itineraries, and expense reporting.
• Handle confidential information and provide general administrative and project support as needed.

Qualifications

• Minimum of 7 years of experience supporting C-suite executives, ideally a CEO or founder.
• Hands-on experience with DocuSign and contract administration.
• Strong calendar management, organizational, and multitasking skills.
• Exceptional attention to detail, communication skills, and professional judgment.
• Ability to manage competing priorities independently while maintaining confidentiality.
• Proficiency in Microsoft Office and/or Google Workspace.
• Demonstrated employment stability and a consistent track record of professional commitment.
• Flexibility to work in a hybrid environment and travel to California approximately every other month.

Ideal Candidate

The successful candidate is dependable, resourceful, and solutions-oriented, with the ability to anticipate the CEO’s needs and keep business operations organized and on track. They take ownership of responsibilities, follow through consistently, and are interested in building a long-term partnership within a growing AI company.