[Hiring] Executive Assistant to the CEO @HR Knowledge Source

Role Description

This role exists to increase the CEO's capacity to operate as CEO. You protect the CEO's time, attention, and outside commitments so those hours go to clients, business development, speaking, thought leadership, and strategy. Team members request availability through you and schedule only after you confirm. You triage the inbox daily, handle the logistics for every external engagement, and make sure the CEO walks into every meeting prepared and every commitment gets captured and closed. You report directly to the CEO and partner with the Director of Client Operations as a peer.

What You Will Own

• Calendar Ownership & Time Protection:
  • Serve as the single point of control for the CEO's time, responding quickly to team availability requests.
  • Design the calendar around priorities, with protected time for sales, delivery, content, and strategy, plus buffers for travel and prep.
  • Prevent conflicts, provide a regular look-ahead, and recommend meetings to decline, delegate, or shorten.
• Inbox & Correspondence:
  • Triage the inbox daily and bring the CEO one consolidated decision queue.
  • Respond promptly to inquiries and draft correspondence in the CEO's voice, handling more independently as trust builds.
• External Engagements & Commitments:
  • Handle speaking inquiries, event logistics, and travel from first contact through post-event follow-up.
  • Track board, membership, and committee commitments, along with deadlines for submissions, renewals, and nominations.
• CEO Readiness & Follow Through:
  • Deliver meeting briefs and travel itineraries well in advance so the CEO is always prepared.
  • Capture commitments after meetings, route them quickly, and close delegated items without the CEO having to check.
• Reporting & Accountability:
  • Maintain ClickUp as the source of truth, post daily Slack updates, and take part in monthly KPI and quarterly role reviews with the CEO.

Qualifications

• 5+ years supporting a CEO, founder, or senior executive, with full ownership of calendar and inbox.
• Proven ability to write in an executive's voice. Your work goes out under the CEO's name without anyone else proofreading it.
• Experience running logistics for speaking engagements, conferences, travel, and board or committee work.
• A track record of accuracy. Dates, links, and names are right the first time.
• Sound judgment about what needs the CEO, what to delegate, and what to decline.
• Discretion with confidential client, personnel, and business information; comfortable with using password manager applications such as LastPass.
• Proficiency with Google Workspace, Slack, and a project management platform such as ClickUp.
• Daily use of AI tools to draft, summarize, and research, plus the judgment to check what they produce.
• A reliable home office and availability during Pacific Time business hours.

Requirements

• Experience supporting an executive who is also a public figure (speaker, author, podcast host, or media contributor).
• Background in consulting, coaching, or professional services.
• Experience on a small team where you built the systems yourself.
• Familiarity with the public sector, transit, healthcare, or nonprofits.

Benefits

• Two company-wide breaks each year: The firm closes for two weeks in July and two weeks in December, in addition to paid holidays.
• Paid time off to use throughout the year.
• Retirement contributions through a SEP IRA.
• $500 annual professional development stipend for education, training, or certifications.