Executive Assistant to CEO Job at Assist World in California
Assist World, California, MO, United States, 65018
About the Company
Fast-growing wholesale cannabis business based in California. The CEO is currently the primary salesperson and point of contact for many high-priority initiatives, and the company is preparing to expand its sales team and operations over the next several months. To support this growth, we are hiring a high-caliber Executive Assistant who can act as a true strategic partner to the CEO — bringing structure, organization, and follow-through across both business and personal priorities.
Position Overview
The Executive Assistant will work full-time (40 hours/week), remotely, and must be available to work 9:00 AM – 5:00 PM Pacific Time. You’ll be the CEO’s right hand — managing his calendar, inbox, projects, travel, and personal logistics so he can stay focused on revenue-generating and strategic work. This role is ideal for an experienced, energetic, and assertive EA who is comfortable in a fast-paced startup environment, enjoys “creating order from chaos,” and can keep a highly dynamic, high-energy CEO on track. The client is looking for long-term partnership, with significant room to grow responsibilities as trust is built.
Key Responsibilities
- Executive Support & Time Management
- Own the CEO’s calendar: schedule, reschedule, and protect time based on priorities.
- Anticipate scheduling conflicts and proactively propose solutions.
- Monitor and triage incoming requests for the CEO’s time, ensuring he is focused on the highest-impact work.
- Inbox & Communication Management
- Triage email inboxes, draft and send responses, and keep the CEO’s inbox organized and actionable.
- Flag urgent issues, summarize key threads, and ensure important messages are responded to on time.
- Communicate with internal team members on behalf of the CEO and relay updates clearly and succinctly.
- Meeting Preparation & Follow-Through
- Schedule and coordinate internal and external meetings.
- Prepare agendas, talking points, and any supporting documents.
- Take and organize notes when needed, summarize key decisions, and track follow-up tasks and deadlines.
- Project & Operations Support
- Help the CEO break larger initiatives into clear tasks and timelines.
- Track progress on projects, follow up with stakeholders, and ensure deadlines are met.
- Support coordination for upcoming sales hires and other expansion projects.
- Create structure, organization, and repeatable processes around the CEO’s workflows and priorities.
- Tools, Systems & Task Management
- Maintain and improve task/project management systems (e.g., Notion, Odoo or other ERP/CRM, or similar tools).
- Help organize and maintain digital files and documentation within Google Workspace and the ERP.
- Travel & Logistics
- Book and manage travel (flights, accommodation, transportation, conference logistics, etc.).
- Build clear itineraries and ensure the CEO has all necessary documents and details in advance.
- Personal & Life Management Support
- Assist with personal scheduling and logistics that impact the CEO’s ability to perform (health-related appointments, routines, etc.).
- Help maintain routines and habits that support the CEO’s health and well-being.
- Coordinate occasional personal tasks/errands that keep the CEO’s overall life organized and running smoothly.
Ideal Candidate Profile – Experience & Background
- 3–5+ years of Executive Assistant experience, with direct support to a CEO or C-level executive required.
- Comfortable with dynamic, and busy executive.
- Tech‑savvy, ideally with experience in Google Workspace, ERPs (Odoo/HubSpot or similar), and/or Notion/project management tools, Calendar management tools.
Skills & Attributes
- Highly organized, assertive, and proactive — you stay several steps ahead and don’t wait for instructions.
- Comfortable working with a high-energy, dynamic personality and keeping things structured around them.
- Strong written and verbal communication skills; able to communicate clearly, concisely, and professionally.
- Confident decision-maker who can handle issues independently while using good judgment and discretion.
- Excellent at prioritization and managing multiple projects, tasks, and deadlines at once.
- Calm, flexible, and solutions-oriented under pressure.
- Comfortable handling sensitive and confidential information with discretion.
Tools & Tech
- Strong proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets, Drive) and Zoom.
- Experience with ERP/CRM or task management tools such as Odoo (or similar ERP), HubSpot, Notion, Asana, ClickUp, or comparable platforms is a plus.
- Comfortable learning new SaaS tools quickly; tech-savvy and resourceful.
Availability & Logistics
- Able to work full-time, 40 hours per week, aligned to Pacific Time (9:00 AM – 5:00 PM PT).
- Reliable internet connection, computer, and quiet workspace suitable for calls with US-based stakeholders.
What Success Looks Like
- The CEO feels organized, prepared, and less overwhelmed.
- You anticipate issues and resolve them before being asked.
- Calendar, inbox, and priorities operate smoothly.
- The CEO gains 5–10 hours back each week.
- Communication between the CEO and the team becomes more seamless.
- Projects move without waiting for the CEO to follow up.
Application Process
To be considered for this role, please submit the following (via Assist World):
- Updated Resume (in English) highlighting your Executive Assistant experience.
- A 2–4 minute Loom or video introduction, where you:
- Briefly introduce yourself and your background.
- Describe your most relevant Executive Assistant experience, especially supporting CEOs or founders.
- Share how you believe you can best support the CEO, in a high-growth, fast-moving environment.
Salary: $800 - $1,100 a month
Why Join Assist World?
- 100% REMOTE
- $50 birthday bonus
- $200 testimonial bonus
- $300 tenure bonus every 6 months
- $500 entry monthly raffle
- NO TRACKER. NO PROBLEM