[Hiring] Executive Support Coordinator to CEO @Speed & Function

Role Description

Speed & Function is a remote custom software development agency with team members across Americas and Europe. We are hiring an Executive Support Coordinator to help keep the CEO’s day, communication flow, and routine follow-through organized and dependable. This is a founder-facing executive support role. The focus is excellent execution:

• Calendar, scheduling, inbox support
• Reminders, follow-up hygiene
• Meeting support, light personal logistics
• Administrative consistency

You will work closely with the CEO Operations Partner, who owns prioritization, delegation, escalation, and the broader support system around the CEO. Your role is to execute strongly within that system, surface issues early, and help reduce routine load and fragmentation.

You will not be starting from zero. There is an existing support system and training will be provided where needed.

This role exists to strengthen that container. The right person will help create more calm, continuity, and reliability around the CEO. Over time, this should make the whole support function more capable, not more dependent on one person.

What you will own

• Executive support and coordination
  • Manage calendar scheduling and confirmations.
  • Support inbox triage and flagging.
  • Coordinate travel, reservations, appointments, and logistics.
  • Prepare reminders, follow-ups, and meeting support.
  • Track routine requests and make sure details do not slip.
  • Maintain clean handoffs, notes, and administrative follow-through.
  • Support coordination across Slack, Google Workspace, iMessage, Miro, LinkedIn, and related tools.
• Communication and follow-up hygiene
  • Turn routine requests into clear next steps.
  • Follow up on agreed items and surface anything drifting.
  • Keep information organized and easy to retrieve.
  • Escalate clearly when something needs judgment, reprioritization, or CEO attention.
  • Help prepare the CEO for conversations by clarifying context, the ask, and the next step.
• Light operational support
  • Assist with simple tracking, meeting prep, and coordination tasks.
  • Support relationship and opportunity follow-up where the process is already defined.
  • Help maintain templates, checklists, lightweight workflows, and repeatable admin systems.
  • Use AI tools to support drafting, summarizing, organizing, and follow-up tracking, while applying human judgment to what actually gets sent or used.
• Light personal logistics support
  • Assist with appointments, reservations, renewals, family logistics, and similar coordination when needed.
  • Focus on orchestration, not physical errands.
  • Help keep personal and work-related logistics visible enough that important details do not get lost.

What this role is not

• This role is not:
  • the owner of the CEO operating system
  • a broad project manager across company initiatives
  • a Chief of Staff role
  • a catch-all for every unowned task
  • a 24/7 on-call role
  • a role for someone trying to move out of support work quickly

What will be hard

• This role requires comfort with:
  • frequent context switching across business and personal domains
  • a fast-moving founder who may shift topics quickly
  • ambiguity, incomplete context, and changing priorities
  • supporting across Americas and European time zones
  • staying steady when conversations are messy or emotionally charged
  • knowing when to execute and when to escalate

What we are looking for

• Previous EA experience is helpful but not required if you show strong judgment, learning ability, reliability, written clarity, and follow-through.
• We are looking for someone who is:
  • extremely reliable
  • highly conscientious
  • calm and emotionally steady
  • detail-oriented and organized
  • strong in written and spoken English/Ukrainian
  • good at follow-through
  • able to support a fast-moving founder
  • clear when escalating risks, blockers, or ambiguity
  • comfortable with calendar management, scheduling, inbox support, travel/logistics, and documentation
  • curious about AI-assisted workflows and willing to use AI deeply but responsibly

This may be a fit if

• This role may be a strong fit for someone who is capable, thoughtful, and rebuilding or redirecting their career into remote executive support, operations support, or founder support.
• You may be a good fit if you:
  • like making someone else’s day calmer, clearer, and more reliable
  • are task-disciplined without being robotic
  • are people-aware without becoming vague or overly emotional
  • can handle small details consistently
  • can learn new tools and systems quickly
  • are comfortable asking clarifying questions instead of guessing
  • want exposure to company leadership, client relationships, operations, and AI-assisted workflows
  • are looking for a flexible remote role where trust grows through consistency

Nice to have

• Previous executive assistant, founder support, or operations support experience
• Experience scheduling across time zones
• Experience supporting both work and personal logistics
• Familiarity with Slack, Google Workspace, Miro, LinkedIn, spreadsheets, task tools, Fireflies, or Sembly
• Light exposure to CRM follow-up, relationship tracking, workflow templates, or AI-assisted admin work

How you will work

You will work closely with the CEO Operations Partner, who sets priorities and helps route work. The goal is a calmer, more dependable support environment around the CEO. That means:

• clear daily communication
• predictable follow-through
• visible open loops
• early escalation
• clean handoffs
• fewer recurring details living only in someone’s memory

Time zone and availability

This is a remote role with heavy interaction across the US and Europe. The role requires reliable overlap with the CEO and the team, especially during the later part of the European day and part of the US workday. Candidates based in Europe should be comfortable working later in the day. Candidates based in the Americas should be comfortable with earlier overlap when needed. The expectation is general responsiveness and dependable follow-through, not instant replies at all hours.

Early success looks like

• First 30 days
  • Routine scheduling and support tasks are handled reliably.
  • Communication is clear and timely.
  • Open loops are visible.
  • Escalations happen early, not after something breaks.
  • The candidate understands the basic rhythm of the CEO support system.
• First 60 days
  • Routine coordination load on the CEO and CEO Operations Partner is noticeably reduced.
  • Recurring items are followed up with less prompting.
  • Calendar, inbox, notes, and logistics support feel more consistent.
  • The candidate begins improving simple templates, reminders, and workflows.
• First 90 days
  • The candidate is trusted with day-to-day support across calendar, inbox, travel/logistics, reminders, and coordination.
  • Fewer details are dropped.
  • Handoffs are cleaner.
  • The CEO support function feels calmer and more dependable.
  • There is a clearer view of which tasks should stay with this role, which should move to the CEO Operations Partner, and which should be delegated elsewhere.