[Hiring] CEO Executive Assistant @HireHawk

Role Description

As CEO Executive Assistant, you will support the Founder and CEO while helping keep the wider business organized and operating smoothly. This role blends executive support, calendar and inbox management, people operations, finance administration, travel coordination, and cross-functional follow-through. It is a strong fit for someone who enjoys being close to leadership, spotting problems before they become urgent, and creating calm in a busy startup environment. You will have meaningful visibility across the company and play a key role in helping the CEO and team stay focused on the highest-priority work.

Responsibilities

• Own the CEO’s calendar with strong prioritization, accurate scheduling, and clear follow-up blocks
• Monitor, organize, and manage executive inboxes so important messages, requests, and deadlines are never missed
• Coordinate meetings across internal teams, external partners, candidates, and other stakeholders
• Prepare daily and weekly calendar reviews to reduce conflicts and keep leadership aligned
• Coordinate executive travel logistics for business trips, speaking engagements, and related schedules
• Vet incoming speaking opportunities and help ensure the right events receive leadership attention
• Support onboarding, PTO tracking, Gusto requests, and other people operations workflows
• Assist with monthly budget reconciliations, QuickBooks reviews, invoice approvals, and finance admin follow-up
• Help manage insurance renewals, audits, compliance documentation, and related administrative processes
• Keep reporting documents, inventory forecasts, travel updates, and business coordination details accurate and current

Qualifications

• 5+ years of experience as an Executive Assistant, Operations Assistant, Administrative Manager, or similar role
• Strong calendar, inbox, scheduling, and executive support experience
• Excellent written and verbal English communication skills
• High attention to detail with strong follow-through across multiple deadlines
• Ability to handle confidential information with professionalism and discretion
• Comfort working independently in a remote startup environment
• Strong organizational judgment and the ability to anticipate needs before being asked

Requirements

• Experience supporting a founder, CEO, or senior executive
• Familiarity with Gusto, Google Workspace, QuickBooks, Bill.com, Slack, or similar tools
• Experience supporting HR administration, finance operations, or compliance coordination
• Startup experience or experience in a lean, high-ownership team
• Exposure to travel coordination, speaking engagements, or event logistics

Benefits

• Access to a $200K+ perk marketplace with discounts on 150+ global services.
• Option to withdraw up to 50% of approved earnings before payday.