Executive Operations Partner – CEO Office

Operational Filtering

• Act as the first operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO.
• When new requests enter the CEO's inbox, calendar, or communication channels:
  • Determine whether the CEO must be involved
  • Identify items that can be delegated
  • Flag items that should be postponed
  • Recommend items that should be declined
  • Protect executive focus by preventing unnecessary involvement
  • When priorities conflict, surface recommendations instead of simply presenting problems.

Project Execution

• When the CEO introduces a new initiative, partnership, idea, or strategic priority:
  • Convert it into a documented execution plan
  • Define objectives and desired outcomes
  • Assign ownership
  • Establish timelines and milestones
  • Define success metrics
  • Determine immediate next actions
• Maintain visibility from project launch through completion.
• Follow up proactively when deadlines slip, ownership becomes unclear, or momentum stalls.

Meeting Management

• Before executive and leadership meetings:
  • Prepare briefing documents
  • Gather relevant background information
  • Identify risks and unresolved decisions
  • Present recommended actions
• During meetings:
  • Capture decisions in real time
  • Document commitments and ownership
  • Record action items requiring follow‑through
• After meetings:
  • Distribute action items
  • Confirm ownership
  • Track completion
  • Follow up until commitments are executed
• If decisions are made without clear owners, resolve the ambiguity immediately.

Leadership Accountability

• Maintain a single source of truth for active initiatives.
• Track:
  • Deliverables
  • Deadlines
  • Risks
  • Escalations
  • Bottlenecks
  • Ownership
• Provide weekly executive reporting that highlights:
  • Progress
  • Risks
  • Missed commitments
  • Decisions requiring executive input
• Escalate execution risks before they become operational problems.

Communication Management

• Draft and manage:
  • Leadership updates
  • Internal communications
  • Meeting summaries
  • Follow‑up messages
  • Strategic announcements
• Translate CEO direction into communication that teams can execute without requiring repeated clarification.

Decision Tracking

• Maintain a CEO Decision Log.
• For every significant decision:
  • Document the decision
  • Capture why it was made
  • Record ownership
  • Track execution status
• Prevent repeated discussions caused by missing documentation or unclear accountability.

Organizational Clarity

• Identify situations where:
  • Ownership is unclear
  • Multiple leaders believe they own the same initiative
  • Priorities compete for the same resources
  • Teams are overcommitted
  • Strategic direction is being interpreted differently across departments
• Escalate issues with recommended solutions rather than observations alone.

Requirements

• 5+ years supporting founders, CEOs, executives, or business owners
• Strong project management experience across multiple concurrent initiatives
• Experience coordinating work across multiple departments
• Exceptional written English
• Experience creating executive reports and operational updates
• Experience documenting processes, systems, and workflows
• Strong organizational systems thinking
• Ability to manage competing priorities without constant supervision
• You must be comfortable:
  • Making decisions with incomplete information
  • Following up repeatedly when accountability is weak
  • Challenging assumptions respectfully
  • Managing founder-driven environments with frequent changes
  • Operating independently for extended periods without detailed direction
• Candidates who primarily identify as administrative assistants without execution ownership experience are unlikely to succeed in this role.