Executive Assistant to CEO

The Role

This is not a clerical support role. It is a high-stakes operational partnership where you own the CEO's time, focus, and information flow. You are the gatekeeper and the air traffic controller for a multi-brand e-commerce business managing 18+ brands across 8 international marketplaces. Your job is to ensure the founder stays locked on high-leverage growth while you handle the complexity of a global distributed team.

What You Own

Calendar and Time Arbitrage

You own the CEO's calendar end to end. You protect deep-work blocks and ensure every meeting has a clear agenda and required pre-reads. You do not just book appointments. You audit his time weekly to ensure it aligns with quarterly company goals. If something does not belong on the calendar, you kill it or delegate it before it reaches him.

Information and Communication Flow

Manage the CEO's inbox and communication channels. Triage messages, respond on his behalf where possible, and ensure no internal request goes unanswered and no external lead is dropped.

Prepare weekly briefing docs summarizing key metrics across all brands and marketplaces, pulling data from ClickUp and internal dashboards.

Turn disorganized ideas, voice memos, and Slack threads into structured SOPs and ClickUp tasks that the team can execute without follow-up questions.

Project Coordination and Follow-Up

Own the "Zero-Memory" system: every decision the CEO makes is captured in ClickUp with a clear owner, deadline, and success criteria. Nothing lives in someone's head.

Chase department heads and brand managers for updates with evidence (Loom videos, data links, screenshots), not just status words. Escalate blockers early with proposed solutions, not problem reports.

Serve as the CEO's eyes and ears across the company. You know what is stalling before he does.

Executive Operations

Handle special projects: vetting software vendors, conducting due diligence on M&A targets, preparing investor-facing materials, and coordinating entity formations and filings.

Manage confidential documents, payroll approvals, and vendor contracts with total discretion.

Operate with speed. You move from a research task to an operational fix within the same hour.

Requirements

Must-Have

• 4+ years as an Executive Assistant or Operations Coordinator to a founder in a fast-growth or e-commerce environment.
• Expert-level proficiency in project management tools (ClickUp strongly preferred). You can build custom views, automations, and dashboards without hand-holding.
• Exceptional written English. You will ghostwrite messages, SOPs, and briefs in the CEO's voice. This will be tested during the screening process.
• Proven experience in a 100% remote, distributed team across multiple time zones. You know how to drive accountability without physical proximity.
• Track record of managing complex logistics and calendars with near-zero errors.
• Reliable high-speed internet with power backup. This is a non-negotiable for a remote operational role.

Strong Plus

Deep understanding of e-commerce operations (marketplace management, brand management, PPC, inventory planning).

Experience using AI tools (Claude, ChatGPT) to automate administrative tasks, draft documentation, and accelerate research.

Familiarity with Odoo 18, Slack, and Google Workspace integrations.

Previous experience with autonomous decision-making authority over business operations.

What This Role Is Not

This is not a passive role where you wait for instructions. You are not a data entry clerk. You are an extension of the CEO's brain. If you are uncomfortable with high accountability, direct feedback, or an aggressive pace, this is the wrong fit. We are looking for an operator who takes pride in making a high-performing CEO more effective.