Executive Assistant to the CEO

About Our Client

Our client is a high-tech, high-touch employee leave management solution designed to simplify how organizations support employees through family, medical, and other types of leave.

Today, leave management is often complex, inefficient, and difficult to navigate. Employers must stay compliant with constantly evolving regulations, while employees face overwhelming administrative processes during some of the most important moments of their lives. The company transforms this traditionally tedious, error-prone, and time-consuming process into a streamlined 30-minute end-to-end experience—saving teams 20–40 hours per leave and up to $30,000 per case.

Headquartered in San Francisco with a fully distributed team across the United States, the company is composed of talented, collaborative, and mission-driven professionals focused on solving meaningful problems for People teams and employees alike.

About the Role

Our client is seeking an exceptional Executive Assistant / Personal Assistant to partner closely with the CEO during a critical phase of growth.

The CEO’s focus is on setting the company’s vision and building and leading a high-performing executive team. Given the limited availability of executive time, this role plays a pivotal part in ensuring the CEO is focused exclusively on the highest-impact priorities.

This position serves as a force multiplier for both the CEO and the broader organization. The role will help increase the speed and clarity of decision-making, delegation, and execution, while ensuring strong follow-through and visibility across CEO-dependent initiatives.

Approximately 90% of the role will focus on Executive Assistant responsibilities and 10% on Personal Assistant support. The position is fully remote but may require up to 25% travel to the Bay Area. High accountability, ownership, and schedule flexibility are essential.

Key Responsibilities

Partner Closely with the CEO on Priorities and Execution

• Align the CEO’s time with highest-impact initiatives

• Enable faster delegation and decision-making across the organization

• Support action planning for key strategic initiatives and tasks

Own Inbox, Calendar, and Communications Management

• Manage a complex, fast-paced calendar with strong prioritization and sequencing

• Oversee inbox management, including tagging, drafting correspondence in the CEO’s voice, and independently handling administrative communications

• Ensure written communication is thoughtful, clear, and audience-appropriate

• Prepare context and materials to ensure meetings are efficient and productive

Drive Follow-Through and Executive Visibility

• Track CEO-dependent projects, action items, and decisions across the executive team

• Provide stakeholders with visibility into status updates, dependencies, and next steps

• Ensure timely coordination and prevent critical initiatives from stalling

Operate with a High-Ownership Mindset

• Proactively take initiative on tasks when appropriate

• Engage internal or external resources to ensure completion when needed

• Approach challenges with a solutions-oriented and resourceful mindset

Build and Improve Systems and Processes

• Develop and refine processes that increase executive and organizational efficiency

• Stay current on tools and technology that improve workflows

• Recommend improvements to strengthen executive operations

Provide Light Personal Assistance

• Coordinate the CEO’s personal calendar alongside professional commitments

• Schedule personal appointments while avoiding business conflicts

• Help design systems that improve personal logistics efficiency (e.g., recurring administrative tasks, planning coordination)

Qualifications

• 5+ years of experience supporting senior executives, ideally CEOs or founders in high-growth environments

• Exceptional written communication skills, including the ability to write in another individual’s voice

• Strong prioritization skills and sound judgment

• High ownership mindset with comfort operating independently

• Experience building and maintaining effective processes

• Professional presence and confidence interacting with senior leaders and external stakeholders

• High emotional intelligence, discretion, and attention to detail

• Comfort supporting both executive-level and limited personal logistics

Compensation

This is a full-time salaried position with a compensation range of $80,000–$140,000, depending on experience and location.

Why Join the Team?

Our client’s work has meaningful impact. It supports People teams through one of the most complex areas of their responsibilities and helps employees during pivotal life moments. The organization operates with a mission-driven mindset while leveraging the scale and resources of a fast-growing, venture-backed company.

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”