Executive Assistant to CEO & Integrator; Offshore

Executive Assistant to the CEO & Integrator (Offshore) Job Description

This is a remote position.

The Executive Assistant (EA) to the CEO is a senior execution and leverage role.

The purpose of this role is to:

• Protect the CEO’s time and focus for strategic thinking, sales, and leadership
• Ensure CEO priorities translate into action across the organization
• Reduce friction, chaos, and follow-up gaps in the CEO’s world

When this role is working well:

• The CEO operates in their Unique Ability the majority of the week
• Leadership initiatives move forward consistently, not sporadically
• Communication to and from the CEO is organized, filtered, and professional
• Critical dates (licenses, renewals, key projects) are handled proactively, not reactively

This role directly supports ERB’s ability to scale without burning out the CEO.

Within this role:

• The CEO’s calendar and commitments are fully owned by the EA
• Every major project or decision from the CEO has:
  • A clear owner
  • A due date
  • Visible progress
• The CEO has clean daily briefings and end-of-day summaries and is never surprised by avoidable issues
• Licenses, registrations, and key deadlines are always current with zero missed renewals

Own and manage the CEO’s calendar strategically, including:

• Prioritizing high-value activities (sales, strategy, leadership)
• Filtering and declining low-value or misaligned meeting requests
• Building in buffer, thinking time, and focus blocks
• Coordinating internal and external meetings across time zones

• Track all CEO commitments from meetings, emails, and messages
• Ensure every commitment has:
  • An owner
  • A due date
  • A follow-up system
• Provide regular status updates and escalate risks or bottlenecks early
• Serve as a primary gatekeeper for executive communications
• Triage email, messages, and inbound requests
• Draft responses for CEO review where appropriate
• Maintain confidentiality and discretion at all times

For key leadership and project meetings:

• Confirm agenda, objectives, and attendees in advance
• Gather required documents and context
• Capture notes, decisions, and action items
• Enter action items into the tracking system and follow up to completion

• Maintain and improve structured systems for:
  • Calendar
  • Tasks and projects
  • Documentation and knowledge management
• Support leadership cadence and planning cycles (weekly, quarterly, annual)
• Proactively identify workflow inefficiencies and propose solutions

• Maintain a Licenses & Compliance Tracker for:
  • CEO licenses (insurance, Series 65, etc.)
  • Entity filings and renewals (ERB, ERB Enrollment, ES Aeternum, Guerreros, Terra Aeternum, etc.)
  • Key contracts, domain renewals, and major recurring obligations
• Work 90 / 60 / 30 days ahead on required CE, filings, or renewals:
  • Register CEO for required courses
  • Schedule CE and renewal time on the calendar
  • Prepare forms and supporting documents in advance

Primary communication channels:

• Microsoft Teams
• Internal chat tools

Core systems used (subject to change as optimized):

• High Level (CRM/marketing/telephony)
• Connec Team
• Employee Navigator
• Other CRM or project tools introduced by ERB

Daily updates:

• Brief check-in via Teams (what’s done, what’s next, blockers)

Weekly summary:

• Key tasks completed
• Risks or decisions needed from the CEO

Standard Schedule (Monday–Friday, Pacific Time):

• Shift: 8:00 AM–5:00 PM

Flexibility:

• Occasional extended or shifted hours as required by:
  • CEO meetings
  • Executive travel
  • Urgent leadership initiatives

Availability outside standard hours is expected with reasonable notice.

Direct Reporting:

• CEO – Employee Retention Benefits, Inc.

Dotted Line / Operational Alignment:

• Sales Director (for coordination on cross-department initiatives and priorities as needed)

Align with ERB’s key performance standards and core values:

• Driven
• Adaptable
• Accountable
• Humbly Confident

Additional expectations:

• Maintain a professional, positive tone in all interactions
• Learn and adapt quickly as systems and processes evolve

High performers may be considered for:

• Expanded scope
• Leadership over additional offshore support roles
• Discretionary performance-based incentives (as mutually agreed)

• Abide by all internal confidentiality and data protection standards
• Handle all information (client, employee, financial, legal) with strict discretion
• Support and embody ERB’s mission and client-first culture in all work