Executive Assistant

Our client is a US-based IT and cybersecurity services firm with a team of roughly 45–50 people and a CEO who operates across multiple business entities inside the same group. We are hiring a full-time executive assistant who can be the CEO's right hand in a genuinely fast-moving environment—one where calendars shift twice before the day begins and decisions are made in short bursts.

The role sits at the intersection of scheduling, meeting execution, follow-through, systems hygiene, and executive communication. The CEO moves quickly and communicates briefly, so success is less about receiving detailed instructions and more about reading the situation, moving first, and creating visibility as you go.

The best fit is a Catalyst/Persuader-profile professional—sociable; structured-but-flexible; precise without over-thinking; matched in intensity to a fast-paced CEO; and emotionally steady when pressure spikes. Predictability-seekers will find this role overwhelming; motion-first operators will find it energizing.

Key Responsibilities

Calendar & Scheduling Systems

• Manage complex calendars across multiple business entities and stakeholder groups—leadership, clients, vendors, and occasional personal commitments.
• Resolve conflicts before they surface: protect focus blocks, sequence meetings sensibly, and verify time zones for every external booking.
• Implement and optimize scheduling systems and light automation to reduce touches per meeting.

Meeting Support & Decision Capture

• Attend leadership and cross-entity meetings; capture decisions, owners, and deadlines in real time.
• Distribute clean recaps within the day and load follow-ups into the appropriate trackers.
• Prep and clean up recurring cadences—weekly leadership meetings, quarterly reviews, and board-style discussions.

Follow-through & Priority Management

• Track priorities, deadlines, and commitments across entities; resurface items before they slip.
• Chase on the CEO's behalf in a tone that keeps peers responsive rather than defensive.
• Flag risks and slippage early and in writing.

Systems, Documentation & Knowledge

• Maintain organized SOPs, contact lists, and knowledge bases across MS Teams and One Drive.
• Own file hygiene: naming conventions, sensible folders, current version at the top.
• Manage sensitive credentials through a password vault — grant, revoke, and audit access cleanly.

Executive Communication

• Draft and send email on the CEO's behalf in the CEO's voice—brief, direct, and warm when it matters.
• Prepare short pre-meeting briefings so the CEO is oriented in under two minutes.
• Handle inbound requests from staff, clients, and vendors with a decisive next step every time.

AI-Assisted Productivity

• Use ChatGPT, Gemini, and Microsoft Copilot to accelerate drafting, summarization, and research.
• Apply judgment about what still needs a human pass before it leaves the CEO's desk.

Trusted Operator Behaviors

• Move before being asked when direction is clear; pause and clarify when it is not.
• Turn ambiguity into a written next step within the hour.
• Hold confidentiality across sensitive commercial, personnel, and client-related information—a firm operating in cybersecurity is right to expect this by default.

Requirements

• Proven experience as an executive assistant to a C-level or senior leader (direct, not shared team EA).
• Strong complex-calendar management across time zones with demonstrable follow-through.
• Comfort operating in a fast-paced, low-instruction environment with minimal supervision.
• Excellent written and verbal English suited to a US professional audience.
• Tech-fluent with the ability to learn new systems quickly.
• Available Monday to Friday during US business hours anchored to US Mountain Time (MST).
• Stable internet with a backup connection and a quiet, professional home-office setup.

Preferred Qualifications

• Experience supporting multiple businesses, entities, or brands under one executive.
• Familiarity with EOS, Bloom Growth, Ninety.io, or Traction Tools.
• Working experience with Hub Spot or a comparable CRM.
• Established use of AI tools (ChatGPT, Gemini, Copilot) inside a real workflow.
• Prior support of an IT services, professional services, or consulting firm.

Tools & Software

• Micros…