[Hiring] Executive Assistant to the CEO @Smartcat

Role Description

In this role, you’ll shield the CEO’s time, anticipate needs, and ensure operational excellence behind the scenes. This role demands extreme ownership, discretion, and the ability to operate independently at the highest level of trust.

• Own and independently manage the CEO’s calendar, inbox and travel arrangements
• Prioritize, triage, and draft email responses; flag key messages and forward to relevant internal stakeholders
• Coordinate hiring processes for leadership roles handled by the CEO
• Prepare briefing notes, background summaries, and context for key meetings
• Upon request: search, analyze, and extract actionable information regarding technology and language market dynamics and changes, competitor landscape, etc.
• Manage and contribute to special projects as needed
• Support personal administrative tasks and errands as needed

How You’ll Ramp

• By Day 30:
  • Build a deep understanding of the CEO’s goals, decision-making style, time preferences, and top priorities
  • Shadow existing processes for executive support and related projects
  • Immerse yourself in internal tools (G-suite) and systems (Slack, Notion, Miro, etc.)
  • Take over email triage, meeting preparation, and daily briefings with increasing autonomy
  • Establish a rhythm for daily check-ins and weekly syncs with the CEO
• Day 60:
  • Audit and streamline the CEO’s calendar, identifying low-leverage meetings, time blocks for focus, and better prep flows
  • Take over CEO meeting prep end-to-end (agendas, briefs, decks, notes, and follow-ups), with consistent quality
  • Own travel, speaking engagement logistics, and external relationship scheduling without oversight
  • Build trusted relationships with other senior leaders to help the CEO stay aligned cross-functionally
• Day 90:
  • Be seen by the CEO as indispensable—anticipating needs, enabling faster decisions, and freeing up leadership capacity
  • Drive 1–2 high-impact projects for the CEO (e.g., vendor evaluation, relocation)

Requirements

• Fluency in English, both spoken and written
• 1+ years prior experience in a similar (administrative) role
• Outstanding organizational, time management and multitasking skills, strong attention to detail
• Proficient in G-suite tools: Google Calendar, Google Sheets, Gmail, etc.
• Strong analytical skills: ability to critically assess options and make responsible choices
• Strong communication skills: ability to interact with various stakeholders and adjust the tone accordingly
• High discretion, loyalty, and proactive attitude
• Someone passionate about the company’s mission and eager to contribute
• Comfortable with ambiguity and self-managing in a highly intense startup environment
• Experience with Greenhouse, Slack, Notion, Miro is a plus
• Ability to work in EST timezone

Benefits

• Fully remote team
• Be part of an AI Native Organization
• Innovating a $100 Billion industry
• Join the rocketship to scale-up 10x and beyond together

Company Description

Smartcat is building the future of work, where human expertise meets digital teammates to drive 10x to 1000x productivity gains for the world’s leading enterprises.

• On the frontier of an entirely new category: Agentic AI
• Over 1,000 companies, including 20% of the Fortune 500, rely on Smartcat
• Series C company with 130% year-over-year growth
• Committed to building a culture that highlights respect and appreciation for each individual's unique background and perspective