Job
Description
I’m helping Helm find a top candidate to join their team full-time for the role of Executive Assistant to the CEO. You'll strategically support a CEO, driving high-level operations and optimizing company growth and potential. Compensation: USD 8 - 15/hour. Location: Remote (anywhere). Mission of Helm: "We’re a staffing agency that finds the best offshore talent for your business." What makes you a strong candidate: You have 3+ years of experience in C-suite assistance. You are proficient in executive assistance, calendar management, email management, and Google Workspace. English - Fully fluent. Responsibilities and more: Position: Executive Assistant to the CEO. Location: Remote. Reports to: Chief Executive Officer. Type: Full-Time. About the Role: We’re looking for a proactive, highly organized, and detail-oriented Executive Assistant to work directly with the CEO of a fast-growing company. This role is designed for someone who thrives in dynamic environments, enjoys planning and coordination at a high level, and can operate with complete discretion and autonomy. This is not your typical EA role; it’s a strategic support position that ensures the CEO is running at peak performance by managing the operational rhythm of the day, the week, and the broader business agenda. Key Responsibilities: Daily & Weekly Operations: Prepare the CEO for each day by scanning Asana, clearing inboxes, setting alarms, and prioritizing key tasks. Conduct daily syncs and check-ins with the CEO (minimum of 2.5 hours/day) to ensure alignment on priorities, deliverables, and next steps. Ensure the CEO is always on time for meetings by proactively calling ahead and managing transitions between meetings. Manage and optimize the CEO's calendar, scheduling calls with clients, team members, candidates, and external stakeholders. Strategic Planning & Scheduling: Lead weekly 2.5-hour planning sessions to align on goals, travel, and business development priorities. Plan and coordinate domestic and international travel, business trips, and vacation logistics. Schedule and organize high-impact meetings, ensuring key stakeholders are brought in where needed. Communication & Email Management: Maintain and manage the CEO’s inbox, drafting clear and timely responses, and ensuring urgent items are actioned. Coordinate all communications and follow-ups with clients, partners, staffers, and vendors. Activate and engage the CEO’s network: by reaching out to contacts, sharing updates, and checking in regularly, such as following up with someone who’s unwell or whom the CEO hasn’t touched base with in a while. This kind of thoughtful relationship nurturing can unlock enormous business development value. Meetings & Process Management: Prepare and organize briefing documents in advance of important meetings. Run key internal meetings and ensure clear agendas, follow-up items, and accountability tracking. Work cross-functionally to gather and report on company metrics from relevant stakeholders. Hold regular check-ins with staffers to assess progress on milestones and communicate concerns to the CEO. Project & Content Oversight: Manage the production and scheduling of the company’s podcast, including organizing guests, coordinating filming, and ensuring timelines are met. Own the execution and organization of internal experiments or initiatives. Assist in onboarding key team members, ensuring process alignment from day one. Systems & Process Improvement: Create, document, and uphold company protocols and internal workflows. Continuously identify and implement improvements to existing systems for efficiency and scale. Collaborate with the CEO on budgeting and financial planning conversations. Qualifications: 3+ years of experience supporting C-suite executives or founders in a high-growth environment. Exceptional organizational skills and attention to detail. Excellent written and verbal communication skills. High emotional intelligence and the ability to handle confidential information with discretion. Proficient in tools like Google Workspace, Asana (or other task managers), and Zoom. Experience with calendar management, planning, and process creation. Strong sense of ownership and problem-solving mindset. What Success Looks Like: The CEO is operating with full clarity and focus daily. No meeting is ever missed, and priorities are always clearly defined and followed. Stakeholders and contacts feel genuinely supported, including outreach that deepens relationships and activates key parts of the CEO’s network. Processes are seamless, meetings are productive, and execution feels effortless. Working hours: 40 hours per week between 5 am and 5 pm EST. Compensation: $8/hour to $15/hour. Show more Show less
