[Hiring] Senior Executive Assistant to the CEO @Somewhere

Role Description

A senior, proactive executive assistant to own the CEO's inbox, calendar, and day-to-day — and experienced enough to help a first-time delegator build the systems to work with executive support effectively.

This role exists to protect the time and focus of our CEO. As the business grows across multiple regions and the CEO shifts toward driving service-side business development, his calendar and inbox have become the bottleneck that holds back higher-value work.

We are looking for a seasoned executive assistant who takes ownership of the day-to-day — someone who anticipates needs rather than waiting for tasks, brings order and follow-through, and builds the routines and systems that don't exist yet. This is our first dedicated executive support hire, so the right person is experienced enough to help shape how the CEO delegates and works with an assistant over time. In practice, this is closer to a chief-of-staff-lite seat than a task-taker: a true right hand who makes the executive's day run better and frees him to focus on the business.

Key Responsibilities

• Inbox & Communication Management
  • Own and triage the CEO's email — surface what needs attention, draft and send responses, and keep the inbox under control
  • Manage follow-ups so nothing falls through the cracks
  • Serve as a professional point of contact on the CEO's behalf
• Calendar & Schedule Management
  • Own the CEO's calendar: schedule and protect his time, resolve conflicts, and prepare him for what's ahead each day
  • Coordinate meetings, travel, and logistics across multiple regions
  • Keep him on schedule and ahead of commitments and deadlines
• Proactive Support & Systems Building
  • Identify recurring tasks to take off the CEO's plate — often before being asked
  • Build and document simple systems, SOPs, and routines where none exist today
  • Recommend better ways to delegate and prioritize, helping the CEO work more effectively with executive support
  • Track priorities and projects and keep them moving
• Cross-Functional Support (as capacity allows)
  • Provide light support to a second executive (e.g., the CFO) where helpful
  • Light research, information gathering, and prep to support business development
  • Route and coordinate communications to the right people internally

Qualifications

• 3–5+ years as an executive assistant supporting a U.S.-based executive, founder, or business owner
• Exceptional written and spoken English — executive-grade communication
• Demonstrated proactivity and sound judgment; operates independently with minimal direction
• Discretion and trustworthiness with sensitive business and personal information
• A track record of bringing order and structure to an unstructured environment
• Full availability during U.S. Eastern business hours
• Strong command of email, calendar, and task/productivity tools

Preferred Qualifications

• Experience supporting an executive in construction, mechanical/MEP, HVAC, engineering, or another operations-heavy or field-based business
• Experience building SOPs and processes from scratch
• Experience supporting more than one executive at a time
• Comfort providing light business-development or research support

Ideal Candidate Profile

• Highly organized and detail-oriented, with a strong bias toward follow-through
• Proactive by nature — you spot what needs doing and handle it before being asked
• Calm and steady in a fast-moving, sometimes unstructured environment
• A clear, confident communicator who can represent an executive well
• Comfortable managing up — you'll help a first-time delegator learn to delegate
• Discreet, dependable, and genuinely invested in making your executive's day run better

Benefits

• This is a high-trust, high-impact seat working directly with the CEO of an established, respected company.
• You'll have real ownership, the chance to build the role and the systems around it from the ground up, and a long runway to grow as the business grows.