Job Overview: 

This role exists to stabilize daily operations, safeguard the CEO’s time, and ensure the company runs efficiently as it continues to scale. The position provides direct support to the CEO while coordinating administrative workflows across all departments. Responsibilities include managing the CEO’s calendar, streamlining communication, maintaining project workflows, enforcing brand standards, and keeping teams aligned. Ultimately, this role is designed to remove friction, provide clarity, and keep the organization moving smoothly so leadership can focus on sales, strategy, execution, and creative work.

1. Calendar, Scheduling & Time Management

 

• Manage the CEO’s calendar end-to-end 
• Protect deep-work blocks and reduce non-essential meetings 
• Schedule client calls, team standups, vendor reviews, and project checkpoints 
• Prepare meeting agendas and materials 
• Ensure the CEO stays on track with daily priorities

 

2. Client Communication & Coordination

 

• Serve as the administrative liaison and gatekeeper for clients 
• Manage scheduling, confirmations, reminders, and follow-ups 
• Route client inputs and files to the correct team members immediately 
• Log all communication in internal systems such as Asana, Slack, and Google Workspace

 

3. Operations Support

 

• Maintain Asana boards: update tasks, validate due dates, flag blockers 
• Keep SOPs and operational documents organized and accessible 
• Track onboarding checklists, signatures, contacts, and credentials 
• Support the development of simple admin workflows for predictable operations

 

4. Administrative & Back-Office Management

 

• Draft clean, concise emails in the CEO’s tone (using AI tools when appropriate) 
• Manage inbox filtering and escalate only important items 
• Maintain Google Drive organization and version control 
• Handle recurring tasks: billing reminders, renewals, subscriptions, receipts 
• Support invoicing checkpoints and light financial tracking 
• Research vendors, competitors, tools, and pricing

 

5. Project Management & Execution Alignment

 

• Attend standups and capture action items 
• Assign tasks correctly in Asana and update timelines 
• Alert the CEO to administrative bottlenecks 
• Maintain aligned priority lists across the CEO, team, and contractors

 

6. Internal Communication Stewardship

 

• Manage Slack channels, announcements, and reminders 
• Keep threads organized and documented 
• Prepare daily “What the CEO Needs to Know Today” briefs 
• Ensure key decisions are logged and accessible

 

7. Report Coordination & Formatting

 

• Ensure reports are produced by the team on schedule 
• Format documents and presentations for consistency 
• Organize monthly and quarterly reporting folders 
• Verify all materials are ready prior to strategy calls

 

8. Vendor & Subscription Administration

 

• Track software subscriptions, renewals, and user access 
• Maintain credentials and permissions 
• Coordinate with support teams when tools or systems go down

 

9. Brand & Quality Assurance

 

• Ensure outgoing documents follow brand guidelines 
• Check tone, formatting, file structure, and accuracy 
• Maintain brand assets, templates, and naming standards

 

10. Client Experience Support

 

• Monitor client onboarding and offboarding admin tasks 
• Coordinate client gifts, cards, and appreciation notes 
• Ensure all client scheduling and admin touchpoints feel organized and professional

 

11. Decision-Making & Task Triage

 

• Prioritize requests before they reach the CEO 
• Resolve scheduling and admin issues independently 
• Escalate only critical or strategic items 
• Maintain operational flow during high-volume periods

 

12. Light Personal Support

 

• Coordinate travel bookings 
• Handle event logistics as needed