Executive Assistant to the CEO

About Us

At Staff4Half, we connect exceptional talent with visionary companies around the globe. We specialize in sourcing top-tier remote professionals who add meaningful value to the teams they join. Our mission is to support businesses with the best fractional and full-time talent, helping them scale smarter and faster.

For this opportunity, you’ll be joining a well-established property management company specializing in community association management. Founded in 2001 and revitalized in 2022, the company boasts extensive experience in managing homeowners' associations, condominiums, and other residential communities. Their dedicated team is committed to professionalism, excellence, and providing ongoing support to enhance the living experience of the communities they serve.

Position Summary

We are seeking a proactive, highly organized, and resourceful Executive Assistant (EA) to provide high-level administrative support to our client’s CEO and offer general assistance to their broader team. This role is critical to ensuring the CEO’s time is managed effectively and priorities are executed seamlessly. The EA will act as a gatekeeper, facilitator, and representative for the CEO, managing complex calendars, overseeing email communication, and supporting day-to-day operations.

This individual must thrive in a fast-paced environment, exhibit discretion and confidentiality, and demonstrate an ability to anticipate needs and execute with precision.

Key Responsibilities

Executive Support to CEO

• Manage and optimize the CEO’s calendar, including scheduling, confirming, and preparing for meetings.
• Monitor, prioritize, and respond to the CEO’s emails, ensuring timely follow-ups and clear communication.
• Coordinate travel arrangements, itineraries, and accommodations.
• Prepare briefing materials, agendas, and notes ahead of internal and external meetings.
• Handle confidential information with discretion and professionalism.
• Act as a liaison between the CEO and internal/external stakeholders.
• Track action items and follow through on commitments and deadlines.

Team Support

• Provide occasional calendar and communication support to key team members as needed.
• Help coordinate team events, meetings, and special projects.
• Support cross-functional collaboration by ensuring smooth communication and follow-up.
• Assist with onboarding and offboarding tasks for leadership hires.

Administrative and Operational Tasks

• Draft and format internal communications and reports.
• Maintain organized systems for document management and executive workflows.
• Oversee basic office management tasks if applicable (e.g., ordering supplies, booking spaces).
• Handle ad-hoc projects and administrative assignments as directed.

Qualifications & Requirements

• 3+ years of experience as an Executive Assistant, Personal Assistant, or similar role supporting C-level executives.
• Exceptional written and verbal communication skills.
• Proficiency in Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) and productivity tools (e.g., Slack, Notion, Zoom).
• Strong organizational and time-management abilities.
• High emotional intelligence and professionalism in interactions.
• Ability to work independently, prioritize tasks, and handle multiple projects simultaneously.
• Experience in a startup or fast-paced environment is a plus.

What We Offer

• Competitive compensation.
• Full-time position and remote-friendly culture.
• A supportive, mission-driven team environment.
• Opportunities for growth and impact.

Hiring Process

We value transparency and efficiency. Here's what you can expect once you apply:

• Application Review – Our team will assess your resume and cover letter.
• Assessment – A brief online assessment to evaluate relevant skills.
• Screening Interview – A short call with our recruitment team.
• Introduction Video – You'll record a short video introducing yourself and showcasing your communication style.
• Client Interview – A final conversation with the CEO or team lead to ensure alignment.
• Offer – If it’s a match, we’ll extend a formal offer and get ready to welcome you aboard!