Executive Assistant to the CEO

Remote Full-time 2,800–3,400 USD /monthly United States

Executive-Assistant Chief-of-Staff Operations-Management Administrative-Support Executive-Operations Executive-Assistant-To-CEO CEO-Executive-Assistant Chief-Executive-Assistant

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Description

This is a remote position.

About the Company & Role

This opportunity supports a serial entrepreneur and investor who leads a high-end community and education business focused on helping 7- to 9-figure founders scale and exit through acquisitions. The business operates through two primary channels: a flagship annual CEO M&A summit that brings the community together, and an advisory membership program where founders receive ongoing guidance on acquisition strategies. M&A is the central focus across all areas of the business.

The role serves as the operational right hand to the founder, with the primary focus centered on the community platform and its related initiatives. Responsibilities also extend across additional ventures, including a virtual merger roll-up platform currently in development, strategic advisory collaborations, and personal M&A projects. This position supports one executive across multiple business lines, requiring the ability to manage several moving priorities and contexts simultaneously while keeping operations organized and aligned.

At its core, this is an operations-driven role. The position requires someone who can take a constant flow of priorities, ideas, and requests from a fast-moving founder and translate them into structure, execution plans, and accountability. The ideal candidate is naturally organized, highly adaptable, detail-oriented, and proactive in identifying operational gaps before they become problems.

This is not an automation-building or AI-engineering position. An AI-powered operating system is already in place to support day-to-day execution. The role focuses on operating within that system effectively, maintaining consistency, and ensuring execution quality across communications, scheduling, and operational workflows. Attention to detail is critical, including identifying inconsistencies such as incorrect dates, missing attachments, incomplete recipient lists, or messages sent prematurely.

The business operates primarily on Israel time while much of the network and operations are U.S.-based, making cross-time-zone coordination a key component of the role. Managing calendars, inboxes, and workflows across both regions will be part of the day-to-day responsibilities.

This role is ideal for someone who thrives in fast-paced entrepreneurial environments, can bring clarity and structure to moving priorities, and is comfortable using AI tools as part of operational execution rather than building technical systems themselves.

Responsibilities

The scope of the role spans the organization’s two primary business engines as the main focus, while also providing support across the founder’s additional ventures and strategic initiatives. Priorities regularly shift between multiple areas of the portfolio, so the responsibilities outlined below apply across all business operations and projects.

CEO Project Management

Serve as the founder’s day-to-day project manager by capturing priorities, initiatives, and responsibilities across the organization and related ventures, helping determine what requires immediate attention, and tracking execution through completion.
Proactively clarify priorities, identify items that may be falling behind, and confirm next steps rather than waiting for direction.
Maintain a structured and organized view of all ongoing projects, tasks, and operational priorities to ensure nothing is overlooked or dependent on memory alone.

Inbox and Calendar Management

Manage and prioritize the founder’s email inbox, including triaging communications, flagging urgent matters, and maintaining awareness of multiple time zones and scheduling considerations.
Prepare, organize, and maintain email drafts for review and approval.
Oversee full calendar management, including scheduling, coordination, prioritization of meetings, and cross-time-zone logistics.
Prepare briefing materials and context ahead of meetings and ensure all follow-ups, action items, and decisions are documented and executed.
Coordinate meetings and operational logistics related to the organization’s programs, memberships, and events, including materials preparation and follow-through.

Information and Records Management

Capture, organize, and maintain records from meetings, decisions, and key communications.
Build and maintain clear systems for storing recordings, documents, meeting notes, and operational records to ensure information can be easily accessed and retrieved when needed.

AI-Enabled Workflow Operations

Operate and manage existing AI-driven workflows and organizational systems used to support day-to-day execution and operational efficiency.
Review all AI-generated outputs before distribution, ensuring accuracy, consistency, formatting quality, correct dates and names, complete attachments and recipients, and alignment with the original source material.
Maintain clear review and approval processes, understanding which communications or deliverables can be sent independently and which require executive approval before release.

Advisory and Member Support

Coordinate regular outreach and communication efforts with advisory or membership stakeholders on behalf of the founder.
Support members and stakeholders with resource requests, scheduling, communication follow-ups, and operational coordination.
Social Media and Content Approval Coordination
Manage content review and approval workflows by routing drafts through the appropriate approval process and ensuring timelines remain on track.

Travel Planning and Executive Assistance

Coordinate travel logistics including flights, accommodations, transportation, itineraries, and scheduling.
Prepare travel briefing materials and manage travel-related expense documentation.
Assist with occasional personal and administrative tasks while maintaining a high level of professionalism, confidentiality, and discretion.

Requirements

Requirements

An operations mindset above all: you naturally turn unstructured input into a clear, ordered plan, and you follow it through to done.
Highly organized, with quick, reliable attention to detail. You get the time zone, the scheduling detail, and the instruction right the first time.
Able to hold several distinct contexts at once, across Deal Boardroom and Tom's other initiatives, without letting details from one bleed into another.
3+ years supporting a senior executive, founder, or operations lead in a fast-paced environment. A traditional EA background is not required. Strong candidates from adjacent backgrounds (operations, hospitality, high-touch client service, and similar) are genuinely welcome if they bring the attributes below.
Comfortable managing complex, multi-time-zone calendars and inboxes, and comfortable with a CEO working primarily on Israel time while the business runs on U.S. time.
Quick and sharp in real-time conversation. Comfortable being handed something new on the fly and running with it, alongside a CEO who moves and talks fast.
Genuinely comfortable using AI tools like Claude or ChatGPT as part of daily work. This is about mindset and daily use, not technical build skills. You do not need to build the system. You need to run it well and catch what it gets wrong.
Strong written communication in English. Clear and accurate matters more than stylistic polish, since Tom's system carries most of the drafting.
Proficiency with Google Workspace.
Exceptional discretion. This role sits close to live deals, advisory relationships, and personal ventures. Holding sensitive information tightly is non-negotiable.

Attributes

Proactive and solutions-oriented. Brings problems to the table with a first thought on how to solve them.
Quick and witty. Keeps pace with a CEO who moves fast, without needing everything spelled out.
Knows when to act and when to check. Comfortable flagging gaps and pushing back respectfully, without overstepping into executive decisions.
Exceptional discretion with sensitive business and personal information.
Fresh, eager to learn, and genuinely cares about doing the job well. Willingness to learn matters more than years of prior exposure.
Thrives under pressure and adapts readily as responsibilities evolve.

Benefits

Remote: LATAM

Salary:$2,800 – $3,400 Montly

Originally posted on Himalayas