V101 - Executive Assistant | Senior Executive Assistant to CEO

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As a lifestyle company, we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification every year since 2022!

Job Description:

Job Duck is seeking a highly experienced Executive Assistant to work directly with the CEO and serve as a trusted partner in managing his time, priorities, and commitments. This role goes well beyond traditional calendar and administrative support, requiring someone who can proactively manage competing priorities, track multiple initiatives, and ensure that important commitments have clear ownership and deadlines. The ideal candidate is confident enough to respectfully challenge the CEO when necessary, protect his time for high value work, and keep initiatives moving without requiring constant follow up. This is an excellent opportunity for a strategic, highly organized professional who understands how to operate at an executive level and can bring structure, accountability, and visibility to a fast moving business.

Monthly Compensation: 1,060 to 1,150 USD

Responsibilities include, but are not limited to:

• Redirect inbound requests to the appropriate owner without requiring additional approval

• Review incoming calendar requests and decline, move, or reschedule requests that conflict with protected CEO time blocks

• Maintain visibility into the progress of CEO initiatives and ensure outstanding items continue moving forward

• Establish and enforce deadlines for team deliverables when appropriate

• Follow up with team members on deliverables owed to the CEO

• Track open commitments and ensure every commitment has a clearly identified owner and deadline

• Manage the CEO’s calendar and ensure his time is aligned with established priorities and non negotiable commitments

• Identify opportunities to improve executive workflows, meeting cadence, accountability systems, and organizational efficiency

• Support the CEO in maintaining accountability across multiple concurrent initiatives

• Monitor the CEO’s commitments and proactively communicate potential conflicts, delays, or risks

• Handle sensitive and confidential information with a high degree of discretion

• Approve routine expenses that fall within the CEO’s established approval parameters, including payments to government or tax authorities and approved vendors

• Commit the CEO’s time within established parameters

• Ask appropriate prioritization questions when new commitments are added to the CEO’s workload

• Identify builder level work being handled by the CEO and proactively raise concerns when it may be better delegated or reassigned

• Monitor the CEO’s workload and identify opportunities to delegate, defer, or eliminate lower value activities

• Document decisions, commitments, owners, and deadlines resulting from leadership meetings

• Help ensure that initiatives decided by the CEO have a clear owner, deadline, and visible progress

• Draft emails, communications, documents, and other materials on behalf of the CEO

• Protect the CEO’s time for high value, strategic, and architect level work

• Respectfully push back when the CEO takes on work that could compromise higher priority initiatives

• Prepare for and coordinate the weekly CEO agenda meeting

• Prepare and deliver a Monday dashboard briefing before the CEO’s first meeting

• Manage and coordinate the CEO’s commitments, meetings, priorities, and deadlines

Requirements:

• Working Hours: 8:30 AM to 5:00 PM Eastern Time

• Flexibility may occasionally be required for early or late hours in rare and exceptional circumstances

• Reports directly to the CEO

• This position requires prior experience supporting a business owner, CEO, C level executive, or senior executive

• Candidates should have experience operating at an executive level rather than exclusively providing administrative support to a department

• Demonstrated experience tracking projects and initiatives across multiple concurrent workstreams is required

• Strong written English skills are required, including the ability to draft communications and documents on behalf of the CEO

• High discretion and sound judgment are essential when handling confidential information

• Professional services or law firm experience is strongly preferred

• Experience managing or facilitating a weekly leadership meeting cadence is strongly preferred

• The role requires someone who is comfortable respectfully challenging the CEO and questioning whether certain activities represent the best use of his time

• The successful candidate must be comfortable redirecting requests, establishing deadlines, following up on deliverables, and maintaining accountability across the organization

• This position is not intended for candidates whose experience is limited to calendar and inbox management

• Candidates whose primary approach is to simply complete whatever is requested without evaluating priorities or pushing back when appropriate may not be a strong fit

Required Skills

• Executive level support experience

• Strong organizational and prioritization skills

• Exceptional time management

• Strong project tracking and coordination skills

• Excellent written and verbal English communication

• Executive communication and business writing skills

• Strong judgment and decision making

• High level of discretion and confidentiality

• Proactive and self directed approach

• Strong follow through and accountability skills

• Ability to manage multiple concurrent priorities and workstreams

• Ability to establish and enforce deadlines

• Ability to confidently and respectfully challenge senior leadership

• Strong understanding of executive priorities and time management

• Ability to identify tasks that should be delegated or redirected

• Ability to protect executive focus and non negotiable priorities

• Strong problem solving skills

• Ability to anticipate needs and address issues before they become obstacles

• Professional, composed, and assertive communication style

• High level of ownership and accountability

• Strategic and business minded approach to administrative support

Work Shift:

Languages:

Ready to dive in? Apply now and make sure to follow all the instructions! 

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