Smartcat

Executive Assistant – CEO

Smartcat

full-time

Posted on:

Location Type: Remote

Location: United States

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Job Level

Junior

About the role

  • Own and independently manage the CEO’s calendar, inbox and travel arrangements
  • Prioritize, triage, and draft email responses; flag key messages and forward to relevant internal stakeholders
  • Coordinate hiring processes for leadership roles handled by the CEO
  • Prepare briefing notes, background summaries, and context for key meetings
  • Upon request: search, analyze, and extract actionable information regarding technology and language market dynamics and changes, competitor landscape, etc.
  • Manage and contribute to special projects as needed
  • Support personal administrative tasks and errands as needed
  • Build a deep understanding of the CEO’s goals, decision-making style, time preferences, and top priorities
  • Shadow existing processes for executive support and related projects
  • Immerse yourself in internal tools (G-suite) and systems (Slack, Notion, Miro, etc.)
  • Take over email triage, meeting preparation, and daily briefings with increasing autonomy
  • Establish a rhythm for daily check-ins and weekly syncs with the CEO
  • Audit and streamline the CEO’s calendar, identifying low-leverage meetings, time blocks for focus, and better prep flows
  • Take over CEO meeting prep end-to-end (agendas, briefs, decks, notes, and follow-ups), with consistent quality
  • Own travel, speaking engagement logistics, and external relationship scheduling without oversight
  • Build trusted relationships with other senior leaders to help the CEO stay aligned cross-functionally
  • Be seen by the CEO as indispensable—anticipating needs, enabling faster decisions, and freeing up leadership capacity
  • Drive 1–2 high-impact projects for the CEO (e.g., vendor evaluation, relocation)

Requirements

  • Fluency in English, both spoken and written
  • 1+ years prior experience in a similar (administrative) role
  • Outstanding organizational, time management and multitasking skills, strong attention to detail
  • Proficient in G-suite tools: Google Calendar, Google Sheets, Gmail, etc.
  • Strong analytical skills: ability to critically assess options and make responsible choices.
  • Strong communication skills: ability to interact with various stakeholders and adjust the tone accordingly
  • High discretion, loyalty, and proactive attitude
  • Someone passionate about the company’s mission and eager to contribute
  • Comfortable with ambiguity and self-managing in a highly intense startup environment
  • Experience with Greenhouse, Slack, Notion, Miro is a plus
  • Ability to work in EST timezone
Benefits
  • Fully remote team
  • Be part of an AI Native Organization
  • Innovating a $100 Billion industry
  • Join the rocketship to scale-up 10x and beyond together
  • Smartcat Culture: Where Diversity Meets High Performance
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative experienceanalytical skillsemail triagemeeting preparationcalendar managementproject managementtravel logisticsbriefing preparationmultitaskingtime management
Soft Skills
organizational skillsattention to detailcommunication skillsdiscretionloyaltyproactive attituderelationship buildingadaptabilityself-managementpassion for company mission