Role: Executive Assistant to CEO - Project Management Experience

Location: Remote (LATAM or South Africa)

Schedule: 8 hours daily within the 6:00 AM – 8:00 PM ET window.

Reporting to: CEO

The Mission: Turning Vision into Execution

Our CEO is a high-velocity leader with a lot of moving parts. We are looking for our first-ever Strategic Executive Assistant / Project Manager to act as the central nervous system for the CEO’s daily operations.

This isn't a role for a passive "note-taker." We need a fast-thinking, sharp-minded partner who enjoys turning chaos into clarity. You will be on every call, capturing the "gold," and ensuring that every promise made is a promise kept. You are the filter that ensures the CEO’s vision is translated into actionable items that actually cross the finish line.

We are looking for a highly organized, detail-obsessed operator who ensures nothing falls through the cracks. This role sits at the intersection of Project Manager, Chief of Staff, and Operations Manager.
This individual will be "Connective Tissue" and Chief Scribe of our growing company. In our environment, things move at $100k/day speed; ideas are born in chats, decisions happen in seconds, and new products are launched every day.
Your mission is to be aware of communications, capturing every action item, request, and abstract idea, and translating them into a disciplined roadmap or to-do list. You are the guardian of follow-through.

Key Responsibilities

Shadow & Transmute: Join every call with the CEO. Your job is to listen for intent, identify action items, and format them into clear, prioritized follow-up lists immediately after the meeting.
Notion Architecture: Own the company’s Notion (or equivalent PM software) workspace. You will build and maintain the boards, databases, and trackers that keep projects on schedule.
Lead Up: Since this is the CEO’s first EA, you must be comfortable "leading up." You will remind the CEO of deadlines, push back when things are unclear, and ensure the most important tasks remain the priority.
Discretion: Handle sensitive business intelligence and confidential data with the highest level of integrity.
The "Neural Scribe": You will monitor all internal and external chats. Your job is to extract "vague" requests and turn them into concrete action items. If the CEO or Team Lead says it, you track it.
Workflow Synchronization: You own the "Central Tracker." You are responsible for updating every team member’s individual task list, ensuring that everyone knows exactly what their priority is at any given moment.
The "Follow-Up" Engine: You are the relentless guardian of the feedback loop. If a question is asked in a chat or a request is made to an agency, you track the "Time-to-Answer" and chase it until it is resolved.
Concept-to-Brief Translation: Take the "vague and weird" ideas from the CEO and Team Leads and turn them into structured project briefs. You ensure the "creative spin" is documented so the fulfillment team never loses the vibe.
Visibility and Accountability: You will report to the CEO (and once in place, Head of Operations). You monitor their chats, audit their speed, and ensure they are hitting the "High-Signal" reporting standards we expect.

Technical Requirements & Skills

PM Software Expert: Advanced proficiency in Notion, Asana, ClickUp, or similar. You should know how to structure workspaces for maximum efficiency.
Communication Stack: Heavy experience using Telegram for business is a significant "nice-to-have."
Business Acumen: You must be "business sharp." You understand high-level strategy and can anticipate the CEO’s needs without needing every step explained.
Elite Organization: You are, quite literally, the most organized person you know. You find peace in a perfectly sorted task list.
Time Zone Alignment: You must be available to work 8 hours within the 6 AM – 8 PM ET window to ensure maximum crossover with the CEO’s peak hours.

The Ideal Profile

The Chaos Tamer: You don't get overwhelmed by a "firehose" of information; you find it rewarding to categorize it and make it actionable.
The "Fast" Thinker: You move at the speed of the CEO. You don’t need to be told twice, and you often have the solution ready before the problem is fully articulated.
The Discreet Partner: You understand the weight of being the CEO’s right hand and act with absolute professionalism and confidentiality.

What Success Looks Like

Day 30: The "Mental Load" of the CEO is reduced by 50%. They no longer have to remember what they asked for, they know you are tracking it.
Day 60: No request goes unanswered for more than 3 days. Every team member has a "live" and accurate priority list that reflects the day's pivots.
Day 90: Projects move from a "vague chat idea" to a "live product" faster than ever because the handoffs and follow-ups are automated by your discipline.

What a Good Fit Looks Like

3+ years as a project manager, executive assistant, chief of staff in training, or operations manager.
Can speak and write fluent English.
Comfortable in fast-moving, remote environments.
You’ve been described as an exceptional written communicator.
You have a "hawk-eye" for detail. You can spot a task hidden in a paragraph of chat text and get it onto a board before the conversation even ends.
You don't need a rigid structure to be productive; you create the structure out of the chaos.
You love building, updating, and maintaining trackers and checklists.
You know how to use AI to summarize long chat threads, draft briefs from voice notes, and organize complex information instantly.

Bonus Points

Technical fluency or experience working with engineering/technical teams
Strong proficiency in Notion, Asana, or ClickUp (Notion preferred). You can design and maintain trackers that are intuitive, clean, and actually get used.
You can take a 10-minute brainstorm and convert it into a clear 5-step execution plan.
You stay calm in high-volume communication environments: information overload doesn’t rattle you.
You’re comfortable following up with senior leaders and holding people accountable without friction.

Executive Assistant - 56214403715