Executive Assistant to the CEO

Location: Remote, Offshore (South Africa or LATAM)

Type: Full-Time Contractor

Schedule: Monday–Friday, 8:00 AM – 5:00 PM EST (Firm overlap required)

We are a leading provider of critical power infrastructure and logistical solutions based in Florida. We are seeking a high-caliber, proactive Executive Assistant (EA) to support our CEO. This is not a "task-taking" role; we are looking for a strategic partner who can manage the chaos of a fast-growing company, build efficient systems, and act as the CEO’s "right hand."

Your primary mission is to protect the CEO’s time by owning his inbox, managing complex scheduling, and overseeing the administrative side of our financial and logistical operations. You are the "gatekeeper" and the "engine room," ensuring that nothing falls through the cracks and that the CEO is empowered to focus entirely on high-level growth and strategy.

• Inbox Mastery: Take full ownership of the CEO’s email. You will audit the inbox twice daily with the goal of "Inbox Zero" by 10:00 AM and 5:00 PM EST.
• CEO Proxy: Respond to routine communications on the CEO’s behalf, maintaining a tone that is clear, professional, and indistinguishable from his own.
• Calendar & Meeting Management: Oversee a complex calendar, prioritizing high-value meetings and protecting the CEO from non-essential interruptions.
• The Morning Brief: Provide a daily morning briefing to the CEO, summarizing top priorities, inbox highlights, and specific items requiring his immediate attention.

• Payment Reminders: Manage the AR follow-up process, proactively sending payment reminders and tracking overdue invoices to maintain healthy cash flow.
• Vendor Management: Enter vendor bills into QuickBooks Online (QBO) with 100% accuracy, ensuring all financial records are up-to-date.
• Audit & Tracking: Monitor open tasks and financial deadlines, flagging any items at risk of falling behind.

• Order Processing: Create job folders for new orders, ensuring all documentation is organized and accessible for the fulfillment team (when needed).
• Shipping Documentation: Create Bills of Lading (BOLs) for outbound shipments, coordinating the administrative side of our logistics chain.
• Task Management: Serve as the central hub for the CEO’s open projects, ensuring all stakeholders are hitting their marks and the "trains stay on the tracks."

• Senior-Level Support: Proven experience as an Executive Assistant to a CEO or C-suite executive.
• Exceptional English: You possess world-class written English—professional, concise, and nuanced.
• Proactive System Builder: You don't just react to requests; you build systems to prevent problems before they happen.
• Professional Disposition: You are comfortable interacting with high-level clients and vendors on behalf of the CEO.
• Technical Setup: A stable, high-speed internet connection and a quiet, professional work environment are required during EST hours.

• QuickBooks Online (QBO): Prior experience with QBO for billing or basic bookkeeping.
• Financial Literacy: A background in Accounts Receivable or basic accounting principles.
• Tool Proficiency: Experience with modern productivity tools (Slack, Zoom, Zoho, Outlook, etc.).

• High Impact: You aren't just an assistant; you are a key part of the leadership structure.
• Stability: A permanent, full-time remote role with a well-established, growing organization.
• Professional Growth: Work directly with a CEO who values intelligence, autonomy, and high-level performance.

• Initial Screen: Review of experience and communication style.
• Technical Assessment: A written exercise focusing on inbox management and proxy communication.
• Final Interview: Strategic fit and chemistry sync with the CEO.