Senior Executive Assistant

The Role

You'll work directly with our CEO and the Strategy & Ops lead in the Office of the CEO. Your job is to maximize how the CEO allocates his time and energy — what earns a slot on the calendar, what gets delegated, what needs to move from the back burner to the front burner. You're a proactive partner in a fast-paced, high-volume, constantly evolving environment, and you'll act as a trusted extension of the CEO with our board, investors, customers, and team.

You'll also be building the playbook as you go — the EA processes, systems, and documentation that make executive support at Circadia repeatable, not personality-dependent. And you'll become the navigator of the company: the person who knows who to reach out to for everything, and who everyone trusts to get them to the right place.

What you'll do

Being a proactive partner and managing the CEO's time in a fast-paced, high-volume environment:

• Owns and drives the calendar and complex meeting scheduling
• Coordinates end-to-end travel — flights, hotels, ground transportation, directions, commute time — so the CEO never thinks about logistics
• Processes expenses on a timely basis and keeps the small stuff from piling up

Building the machinery, not just running it:

• Creates processes and playbooks for EA work — travel, board prep, meeting cadences, inbox and follow-up systems — so support scales as we do
• Documents how things get done and improves them as you go; what you build becomes the standard for the admin team

Being the navigator:

• Knows who owns what across the company and who to reach out to for everything
• Helps anyone in the company get unblocked: routing questions, making connections, keeping threads from dying
• A trusted partner not only to the CEO but to everyone in the company — people come to you because things happen when they do

Building effective working relationships with key stakeholders (this will be crucial to your success):

• The CEO — understands his priorities and exercises sound judgment to make the right trade-offs on his behalf
• Board members, investors, and their assistants — facilitates scheduling and communications with friendly professionalism and high attention to detail
• The exec team and Office of the CEO — obtains and shares information, keeps threads moving, helps everyone navigate the CEO's time

Proactively leaning in to support high-leverage activities (this will vary by need):

• Preparing and proofreading materials — board decks, briefings, correspondence
• Board meeting and investor logistics
• Coordinating with the admin team to plan team offsites, town halls, and team events
• Additional items that you (or the CEO) feel may be useful — be creative and think outside the box

 

What We're Looking For

• Minimum of 5 years of EA experience supporting C-suite executives at startups, in a fast-paced environment
• Proven ability to operate with discretion, sound judgment, and high EQ in sensitive or ambiguous situations
• Exceptional communication skills — you write, speak, and represent with polish and precision
• Exceptional attention to detail — you sweat the small stuff and take pride in polished output
• Positive attitude — brings energy that lifts the room, even on the hard days
• A natural relationship-builder — earns trust with everyone in the company, and remembers the details that matter with board members' assistants, key clients, and partners
• Frequent user of AI productivity tools — you already work with ChatGPT/Claude/Notion AI or similar to move faster, and you're curious about what else they can do
• Bachelor's degree, strongly preferred