AI- Fluent | Executive Operations Coordinator CF

Creates the space for a fast-moving CEO to lead — by making sure nothing falls through the cracks.

Sector Financial Services — Fractional CFO & Accounting
Reports to Founder & CEO; coordinates with COO on broader admin scope (TBD)
Type Full-time preferred.
Hours US business hours · Pacific Time strongly preferred
Location Remote — must be located in any US time zone (PST overlap required)
Tools Gmail, Teamwork, AI tools, Google Calendar, Zoom

The CEO of this firm runs multiple companies, produces a weekly podcast, leads client advisory relationships, and operates at a pace that leaves most people scrambling. Until recently she had a dedicated EA who made that pace sustainable. That person has stepped back.

The gap is visible: emails pile up, follow-ups drop, calendar conflicts appear. The mental overhead of managing her own inbox and schedule is pulling the CEO away from high-value work that only she can do. This role eliminates that overhead — not reduces it. When this person is working well, the CEO opens her calendar and it is clean, opens her inbox and the urgent things are handled, and she is never chasing information or missing a follow-up.

Inbox ownership

Triage Gmail daily: categorize, flag urgent, draft responses in the CEO's voice for her review, close out anything that does not need her attention

Maintain inbox zero — if something is sitting there, you have a plan for it

Draft client-facing and partner communications that sound like the CEO, not like an assistant wrote it

Identify threads that need escalation before the CEO notices them, not after

Calendar management

Schedule all meetings and calls with clear prioritization: client commitments first, business development second, internal third

Build in prep time before important meetings and processing time after

Proactively identify and resolve conflicts — surface options, not problems

Send timely reminders with context: who is on the call, what was discussed last time, what the CEO needs to have ready

Say no gracefully on the CEO's behalf when the calendar is at capacity — this is part of the role, not an edge case

Follow-up and open loop management

Track every open action item — internal and external — and follow up without being asked

When the CEO commits to something in a meeting, it is logged before the call ends and follow-up is scheduled

Reach out on the CEO's behalf to move decisions, retrieve information, or elicit replies — with the right level of assertiveness for each situation

Know the difference between what needs the CEO immediately, what can wait until end of day, and what you can handle yourself — and act on that without requiring guidance each time

Meeting preparation and follow-through

Prepare a brief agenda and background note for every significant meeting — who it is with, the objective, what the CEO needs to know going in

Capture action items during or after meetings and distribute to relevant people

Track those action items through to completion

Company-wide admin (if combined role — to be confirmed)

Manage and maintain task records across teams in Teamwork — the company's central project management system

Support new hire onboarding: system access, welcome materials, first-week scheduling

Handle document management, template maintenance, internal SOP updates

Assist with billing admin and payment tracking coordination with the accounting team

The EA who thrives here does not wait for direction and execute tasks. They walk in, figure out what the CEO needs before she says it, and build systems that make everything run more smoothly every week. The CEO moves fast, thinks ahead, and often communicates in shorthand. This person matches that pace.

Proactive by nature — has sent a follow-up before being asked, flagged a problem before it became one, resolved a conflict before anyone noticed

High urgency awareness — reads situations accurately: knows what needs to happen in 15 minutes vs. end of day vs. next week, and acts accordingly without being told

Writes well in other people's voices — drafting an email that sounds like the CEO, not like an assistant, is a real skill and this person has it

Discreet — handles sensitive client and financial information daily without exception

Holds multiple open threads simultaneously without dropping any — has a system, not just a good memory

Required: 2+ years supporting a founder, C-suite executive, or senior leader in a fast-paced environment

Required: Exceptional written English — will draft communications in the CEO's voice

Required: Gmail mastery — labels, filters, canned responses, zero-inbox discipline

Required: Strong calendar management — experience owning a busy executive's schedule across time zones

Required: Proactive follow-up orientation — can demonstrate specific examples of tracking and closing open loops

Required: Discretion — non-negotiable given access to sensitive business and client information

Required: AI-fluent — uses AI to draft faster, research context, summarize, and work more efficiently

Required: Prior EA experience at a professional services, consulting, or financial advisory firm

Preferred: Teamwork or equivalent PM tool experience

Preferred: Experience supporting a high-profile executive or public-facing founder