Special Assistant, Office of the CEO

BillionScale is seeking a highly organized Special Assistant to support the CEO in coordinating strategic initiatives and managing key operational activities. This role focuses on execution and coordination across priority projects, preparation of materials for internal and external stakeholders, and ensuring progress across workstreams. 

The Special Assistant will work closely with the CEO to organize initiatives, prepare briefing materials, coordinate meetings and travel, and support proposal and partnership activities. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment. 

This role will also support the CEO in advancing the use of AI-driven tools and technologies across the organization, with a focus on improving internal workflows, increasing efficiency, and facilitating collaboration and execution across teams. The Special Assistant will help coordinate implementation and adoption of these tools and take ownership of key elements of this work. The ideal candidate is curious, adaptable, and willing to learn, with a high level of integrity and a strong sense of ownership. 

Key Responsibilities 

AI and Systems Support 

• Support the implementation and use of AI tools to improve internal workflows and team efficiency  
• Help facilitate collaboration and execution across teams through effective use of these tools  
• Coordinate rollout and adoption of new systems and processes  
• Take ownership of select tools or workflows and ensure they are used effectively 

Strategic Initiative Coordination 

• Develop and maintain workplans for priority initiatives 
• Track progress across projects and follow up on deliverables 
• Coordinate timelines and collaboration across teams and partners 

Executive Support and Coordination 

• Manage the CEO’s calendar and coordinate scheduling across multiple time zones 
• Prepare agendas, materials, and follow-up items for meetings 
• Attend meetings when needed and track decisions and action items 

Briefing Materials and Presentations 

• Prepare PowerPoint presentations and briefing materials for partners and stakeholders 
• Develop background memos and summaries for internal and external meetings 
• Assist with development of proposals and related materials 

Travel and Logistics 

• Coordinate domestic and international travel for the CEO 
• Prepare travel itineraries and meeting briefings 
• Support logistics for meetings, events, and external engagements 

Operational Coordination 

• Track contracts, invoices, and reporting timelines 
• Coordinate preparation of reports and supporting documentation 
• Support follow-through on commitments made to partners and collaborators 

Qualifications 

• Bachelor’s degree or equivalent professional experience; graduate degree in relevant field a plus 
• 4–6 years of professional experience in project coordination, consulting, operations, or executive support 
• Strong organizational and project management skills 
• Experience preparing presentations and written briefing materials 
• Ability to manage multiple priorities and deadlines 
• Strong attention to detail and follow-through 
• Excellent written and verbal communication skills 

Preferred 

• Experience supporting senior leadership 
• Experience coordinating complex projects or multi-partner initiatives 
• Interest in emerging technologies, including AI tools and systems  
• Willingness to learn and adapt to new tools and ways of working  
• Demonstrates strong judgment, integrity, and ownership  

Location: Seattle, WA area. This position operates remotely.