Executive Assistant

About The Role

The Executive Assistant (EA) Team plays an essential role in enabling CEO John Imah to operate at maximum effectiveness as he leads SPREEAI’s fast-growing, global business.

John manages a demanding cross-time zone schedule (Los Angeles, New York, and internationally) and requires exceptional, high-touch support to stay focused on strategic priorities. This team functions as his trusted right-hands, ensuring seamless operations across scheduling, communications, travel, personal logistics, and executive-level relationship management.

The EA team is expected to embody professionalism, responsiveness, discretion, and excellence at all times. The EA team must operate collaboratively and cohesively to provide uninterrupted support across time zones.

What You'll Do

• Executive Calendar & Scheduling Management

• Manage the CEO's highly complex internal and external calendar with precision and efficiency.
• Schedule and prioritize meetings across multiple time zones, ensuring alignment with business priorities.
• Proactively adjust the calendar in real time to accommodate urgent changes, delays, or shifting priorities.
• Serve as gatekeepers, protecting John’s time and ensuring he is always prepared for every engagement.

• Travel Coordination & Trip Accompaniment

• Plan and manage all aspects of domestic and international travel, including flights, hotels, transportation, and itineraries.
• Prepare comprehensive travel packets and ensure seamless transitions between engagements.
• Handle last-minute changes and logistical challenges with speed and confidence.

• Communication & Inbox Management

• Monitor CEO’s email, Slack, calls, and messages; triage and respond where appropriate.
• Draft professional communications on CEO’s behalf and maintain his voice and standards.
• Serve as the liaison between CEO and internal teams, external partners, investors, and board members.
• Ensure timely acknowledgements and follow-through on all communications.

• Document, Task & Information Management

• Maintain organized systems for documents, files, contracts, travel records, and key information.
• Prepare briefing documents, meeting agendas, and executive summaries ahead of major meetings.
• Maintain and update the EA Knowledge Repository (the EA Folder) with SOPs, preferences, contacts, and process guides.
• Track and submit expenses, receipts, and reimbursements with accuracy.

• Personal & Household Support (Discreet & Professional)

• Provide personal logistical support to free CEO’s time for business priorities.
• Provide limited personal logistical support as it relates to the CEO's business operations, including coordinating appointments and vendor interactions relevant to professional obligations.
• Maintain absolute discretion around all personal matters.

• VIP, Board & Investor Relations Support

• Coordinate high-level meetings, visits, and communications with board members, investors, key partners, and VIPs.
• Manage logistics for board meetings, including scheduling, materials, and hospitality.
• Represent CEO and SPREEAI with professionalism, diplomacy, and polish.

• Real-Time Responsiveness & Flexibility

• This role may occasionally require availability outside standard business hours.
• Monitor CEO's schedule and communications proactively during working hours; respond promptly to urgent requests.
• On-call expectations will be clearly defined and compensated per applicable law.
• Quickly problem-solve and adapt to changing circumstances without needing direction.

• EA Team Collaboration

• Work as a unified team with shared visibility, aligned responsibilities, and consistent communication.
• Maintain shared systems, calendars, and tools to ensure seamless bi-coastal support.
• Cook up and hand off responsibilities during travel, PTO, or off-hours to guarantee uninterrupted coverage.

• Confidentiality & Professionalism (Critical Requirement)

• This is the most important aspect of the role.
• In this position, you will have access to highly sensitive information—both personal and professional.
• Absolute confidentiality is non-negotiable.
• The EA Team Must Never disclose confidential information to team members, stakeholders, vendors, or anyone without an explicit need-to-know.
• Safeguard all documents, conversations, schedules, messages, and personal or company information.
• Maintain discretion in all environments, including public settings, office spaces, and digital platforms.
• Handle all privileged information with the highest degree of professionalism, loyalty, and integrity.
• Protect CEO’s personal privacy and SPREEAI’s confidential business operations at all times.
• Any breach of confidentiality, even minor, is grounds for immediate action.

• In-Person Presence Requirement (Critical Requirement)

• As SPREEAI transitions away from a primarily remote environment, it is essential that the Executive Assistant team operates predominantly in-person.
• This requirement exists for several important reasons:
• Speed & Efficiency: Tasks—from household coordination to high-priority calls, last-minute schedule changes, and in-office logistics—are completed significantly faster when handled on-site.
• Hands-On Support: John’s role often requires quick, real-time assistance, physical document handling, in-person briefings, and immediate response to evolving needs.
• Operational Accuracy: In-person work reduces delays, miscommunication, and errors that commonly occur with remote workflows.
• Household & Personal Support: Many responsibilities require being physically present at John's home or office to ensure smooth day-to-day operations.
• High-Touch Executive Support: The nature of this role demands proximity—anticipating needs, adjusting plans on the fly, and providing seamless coordination simply cannot be replicated remotely.
• EA performance and expectations are built around the ability to react quickly, manage sensitive tasks discreetly on-site, and provide immediate, real-time support.

Qualifications

• Extreme Reliability & Follow-Through — Nothing falls through the cracks.
• High Responsiveness — Immediate acknowledgement of urgent messages across time zones.
• Exceptional Attention to Detail — Zero calendar errors, flawless travel execution, polished documents.
• Proactivity & Anticipation — Think ahead, solve problems early, and take initiative.
• Calm Under Pressure — Maintain composure when plans shift or urgent issues arise.
• Professional Communication — Clear, courteous, polished written and verbal communication.
• Team-Oriented & Cooperative — Operate as a cohesive EA team, not as individuals.
• Discretion & Emotional Intelligence — Represent the CEO with maturity, empathy, and professionalism.