Senior Executive Assistant/Chief of Staff

Full-time role Executive Assistant right

Working hours: 8am to 4.30pm US EST Monday to Friday

1. Calendar & Time Management

Take Over:

• Own your entire calendar — daily scheduling, meeting prep, buffers, and follow-ups

• Decline, reschedule, or reprioritize based on your priorities (they should know your goals)

• Block deep work time and personal time to avoid burnout

• Create and maintain weekly and monthly recurring meeting structures

2. Email Management

Take Over:

• Organize and triage your inbox (labels, filters, folders)

• Flag what requires your response and draft replies when possible

• Respond on your behalf when appropriate

• Unsubscribe and delete irrelevant newsletters or threads

3. Meeting & Project Prep

Take Over:

• Prep agendas, presentations, or briefing docs for internal/external meetings

• Collect and synthesize team updates (from ClickUp, Slack, etc.)

• Follow up after meetings to ensure action items are tracked and completed

4. Personal Task & Life Admin

Take Over:

• Book travel, make personal appointments, manage reservations

• Order gifts, organize kids’ schedules, coordinate au pair or nanny requests

• Keep track of birthdays, anniversaries, important family dates

5. Company Operations Support

Take Over:

• Support hiring by scheduling interviews, communicating with candidates

• Help maintain org charts, SOPs, and internal documentation

• Keep track of team PTO calendars and other ops updates

6. Priority & Focus Management

Take Over:

• Build a weekly summary or dashboard of what you need to focus on (like a Monday Brief)

• Track ongoing priorities and OKRs for the company

• Keep you accountable — like a chief of staff lite

7. Delegation Gatekeeper

Take Over:

• Catch everything coming your way and delegate it to the right team member when possible

• Identify repeatable tasks and suggest automations or who else should own it

• Build a “Do not disturb with this” list for you (they triage)

8. Communication Coordination

Take Over:

• Draft and format internal announcements, emails to team, investor updates, or memos

• Manage your social media or LinkedIn posts (if applicable)

• Handle thank-you notes and follow-ups