Job Description

About the RoleWe're looking for a

proactive, outspoken, and highly organized Executive Assistant

to become the right hand to our Founder & CMO. Your job is to anticipate needs before they arise, build systems so nothing slips through the cracks, and ensure the founder is always operating at maximum focus and efficiency.

Day-to-Day Support

+ Sit in on all key meetings to provide context, take notes, and turn action items into follow-ups.
+ Manage and optimize the CMO's

email inbox and calendar

(using rules, filters, and AI to keep things clean, prioritized, and on-point).
+ Design and protect the CMO's ideal daily/weekly routine while keeping the team updated on availability.
+ Handle

end-to-end travel arrangements

(flights, hotels, transport, preferences, backups).
+ Ensure

commitments are tracked

-- internal and external -- and followed up on.
+ Run all call bookings through you based on agreed rules for days/times.
+ Handle

online purchases, shipping, returns, invoice payments, and bookings

(personal + business).
+ Prepare

call briefs

(who they are, company background, talking points) and provide

post-call recaps

.
+ Monitor

Slack & Asana

for anything requiring CMO attention, filtering where possible.
+ Keep a

daily huddle and end-of-day recap

with the CMO, plus an

end-of-week report

.
+ Be the

first point of contact

for partners, agencies, and other external stakeholders.
+ Spot inefficiencies and propose

systems or automations

to streamline.

Documentation & Systems

+ Build and maintain the

"CMO Operating System"

doc: preferences, frameworks, routines, and decision rules.
+ Keep an

EA Log

of daily events, decisions, and pending items so nothing gets repeated or lost.
+ Manage CMO's Notion workspace, ensuring notes, docs, and projects are stored and organized.
+ Maintain a

Commitments Tracker

across all stakeholders.

Team Interaction

+ Know who's who in the org chart and route communication properly.
+ Work closely with the PM to chase updates, nudge owners, and ensure progress.
+ Send routine nudges: "Harvey asked me to check in on X."
+ Speak up on calls when you have context the team may not.

Skills & Experience

+ Proven experience as an

Executive Assistant or Chief of Staff

supporting a high-performing founder/executive.
+ Fluent with

Notion, Slack, Asana

, and other productivity tools.
+ Comfortable managing

complex calendars, inboxes, and global travel

.
+ Strong writing and communication skills.
+ Experienced in building and maintaining systems.

Mindset & Personality

+ Outspoken -- not afraid to chase people and hold them accountable.
+ Highly organized and punctual with extreme attention to detail.
+ Anticipates needs rather than waits for instructions.
+ Conscientious, disciplined, and habit-driven.
+ Strong interest in self-improvement, productivity, and systems thinking.

AI Leverage

+ Must be an

advanced user of AI tools

(ChatGPT, Claude, automation workflows).
+ Knows how to use AI to manage inboxes, draft documents, create briefs, summarize info, and streamline workflows.
+ Not just "uses ChatGPT for emails" -- but builds

prompt libraries and automations

to save hours.



+ You'll work directly with a founder scaling a

multi-8 figure business

towards 9-figures.
+ You'll have visibility across

all departments

(Marketing, Ops, Product, Finance, CX) and learn how a high-performance company operates.
+ You'll be empowered to

take ownership, build systems, and prevent fires before they start

.
+ You'll become the person who makes sure the founder never has to think about 80% of things again.
+ Fully-remote working on Irish timezone



+ The CMO's calendar and inbox are 100% under control.
+ Meetings are prepped and followed up on without reminders.
+ Travel, personal admin, and logistics happen without the CMO asking.
+ Commitments (internal + external) are tracked and closed.
+ Problems are spotted and solved before the CMO sees them.
+ Systems and documentation improve every week.
Success in This Role Means... Why This Role is Different What We're Looking For Responsibilities If you're the kind of person who naturally spots problems before they happen, thrives on structure, and knows how to use AI to multiply output -- this role will feel like home. * This is not a secretary role. This is leverage.