Executive Assistant to International CEO

be the operational backbone of our CEO’s day-to-day. This is not a “sit and wait for instructions” role. You will manage email, coordinate our recruiting pipeline, and make sure nothing falls through the cracks. If something is due on Friday, you don’t wait until Monday morning to check on it. You handle it.

Email Management (Primary)

• Own the CEO’s inbox 100%. Read, organize, respond, flag, and follow up.
• Draft professional responses in English and Spanish.
• Make sure nothing sits unanswered for more than a few hours.
• Know what’s urgent versus what can wait without being told.

Recruiting Coordination

• Coordinate the candidate-to-client handoff process from start to finish.
• Schedule interviews, confirm candidate availability, and follow up on pending documents.
• Communicate directly with clients via email to provide updates on candidate status.
• Ensure all candidate files are complete (tests, assessments, resume packages) before client deadlines.
• Track candidate progress in Trello and post status updates in Slack daily.

General Executive Support

• Manage the CEO’s calendar and scheduling needs.
• Handle travel check-ins, reservations, and logistics when needed.
• Research tasks as assigned — anything from vendor options to competitive intelligence.
• Keep the team informed and aligned through proactive communication.

Who You Are

• You follow through.
  If you say you’ll do something, it gets done. Period. You don’t need three reminders. You don’t “assume” things are handled. You confirm.
• You have common sense.
  If a client emails asking for a candidate file and you only have a link they can’t access, you don’t send it anyway. You find the right link first. Details matter to you.
• You’re proactive.
  You see a problem before it becomes a crisis. If a candidate hasn’t submitted their documents and the deadline is tomorrow, you don’t wait for someone to ask you to follow up — you pick up the phone and call them.
• You communicate clearly.
  When your boss asks for a status update, you don’t say “I’m on it.” You say “I called him at 9:45 AM, he confirmed he’ll have it done by 3 PM, I’m following up at 3:15 if we don’t hear back.”
• You’re organized.
  You can manage multiple candidates, multiple clients, and multiple deadlines without dropping any of them.
• You execute.
  You don’t debate strategy. You don’t overthink. You take the play that’s called and you run it better than anyone expected.