Executive Assistant to CEO at Series B Fintech Startup

Responsibilities

• Own the CEO's calendar end-to-end, proactively managing scheduling across a high-volume network of partners, investors, prospects, and internal stakeholders.
• Drive scheduling and coordination to support the CEO's priorities to keep meetings on schedule and momentum moving.
• Anticipate needs before they arise, proactively identifying scheduling conflicts, calendar gaps, and anything that could slow the CEO down.
• Manage the CEO's inbox, triaging incoming messages, flagging high-priority items from key partners and customers, coordinating responses, and ensuring critical follow-ups never fall through the cracks.
• Prepare meeting materials, agendas, briefing documents, and follow-up notes to ensure the CEO is well-prepared and aligned before and after key conversations.
• Capture action items and follow-up commitments from meetings, keeping key stakeholders accountable and ensuring nothing slips between the cracks.
• Serve as a trusted gatekeeper and strategic partner to the CEO, helping manage communication, protect focus time, and anticipate needs before they become urgent.
• Cook up travel logistics including hotels, ground transportation, itineraries, and day-of details, ensuring the CEO arrives prepared, on time, and set up for success.
• Stay close to the Sales and Partnerships pipeline, keeping stakeholders accountable, following up on open items, removing bottlenecks, and ensuring the CRM stays maintained.
• Create and improve systems, processes, and workflows that help the team operate more efficiently.
• Collaborate with the Chief of Staff and broader team on operational projects and company events.
• Provide light personal logistics support as needed to protect the CEO's time and bandwidth.

Qualifications

• Previous 5+ years of Executive Assistant experience supporting a CRO, Head of Sales, or founder-led sales executive is preferred.
• Strong organizational skills, attention to detail, and ability to bring structure to fast-moving, ambiguous environments.
• Exceptional calendar and inbox management skills with the ability to juggle a high volume of moving parts without dropping the ball.
• Highly proactive, resourceful, and independent, with the ability to anticipate needs and solve problems with persistence and creativity.
• Strong written and verbal communication skills, including the ability to draft clear, professional follow-ups on behalf of an executive.
• Proactive and self-directed, with the instinct to anticipate needs and act before being asked.
• High EQ with strong interpersonal skills and the ability to build trust quickly across a wide range of stakeholders.
• Discreet and trustworthy when handling sensitive or confidential information.
• Spanish, French, or Portuguese language skills are a plus.