Role Mission
To protect the CEO and COO's time, energy, and focus by managing their calendar, inbox, communication, travel, and
daily operational flow-so they can operate in their zone of genius and drive company growth.
Key Outcomes
- CEO and COO's inbox and calendar are clean, optimized, and aligned with their Perfect Week
- All inbound communication is filtered and managed efficiently
- Meetings, events, and travel are booked with precision, context, and zero surprises
- Projects are tracked, tasks prioritized, and leadership is always 1 step ahead
- Time spent by leadership on admin/logistics reduced by 80%+ within 90 days
Key Responsibilities
- Calendar Management: Own the CEO and COO's calendar 6+ weeks ahead; schedule meetings, avoid dead time,
buffer drive time, and enforce their Perfect Week
- Inbox Management: Maintain inbox zero by 10 AM and 5 PM daily; respond on their behalf with kindness, clarity, and
accuracy
- Meeting Coordination: Prepare agendas, confirm attendees, track follow-ups, and support all meeting logistics
- Travel Planning: Plan trips 4-6 weeks ahead; book flights, hotels, cars; create a Trip File with every detail
- Admin Meetings: Host 3x/week syncs with leadership; review priorities, projects, and challenges
- Task & Project Tracking: Build to-do lists, follow up on open loops, and support project completion
- Purchasing & Gifting: Order supplies, handle expenses, and manage personal and professional gift orders
- System Ownership: Keep operations tight-clean folders, synced calendars, organized notes
- Gatekeeping: Manage access to leadership's time-politely decline or redirect inbound requests
What You Bring
- 2+ years of experience as an Executive Assistant (or in a highly organized admin/project role)
- You live in Google Calendar, Gmail, Motion, and Slack
- You thrive in fast-paced environments and love solving problems before they appear
- You have excellent written communication and can write like the CEO
- You're proactive, resourceful, detail-obsessed, and thrive on ownership
- You believe that how something gets done matters just as much as getting it done
- Bonus: Experience supporting founders or execs in high-growth environments
Your Weekly Rhythm
- Daily: Calendar checks, inbox sweep, to-do planning, task execution, CEO/COO sync
- Weekly: Calendar audits, travel review, project check-ins, admin meetings
- Quarterly: Retreat planning, strategic scheduling, big-picture alignment
North Star Principles
- Protect the CEO and COO's Time
- Preempt Problems, Not Just Solve Them
- Be Kind, Clear, and Efficient
- Zoom In, Zoom Out
- Prioritize What Drives Revenue
- Capture Everything Once-Use it Forever
Job Type: Full-time
Pay: $45,500.00 - $50,000.00 per year
Benefits:
Schedule:
Ability to Commute:
Ability to Relocate:
Work Location: Hybrid remote in Sewickley, PA 15143
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