Job Description

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:

• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Sewickley, PA 15143 (Required)

Ability to Relocate:

• Sewickley, PA 15143: Relocate before starting work (Required)

Work Location: Hybrid remote in Sewickley, PA 15143

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