What are the responsibilities and job description for the Executive Assistant to CEO | Fully Remote position at First Page Sage?
We are seeking an exceptional Executive Assistant to support our CEO. This is a high-trust, high-impact role for someone who thrives in fast-paced environments, enjoys working with strong personalities, and brings both polish and backbone to their work. You will act as the CEO’s operational anchor, communication proxy, and scheduling gatekeeper—ensuring priorities stay on track and expectations are clearly managed.
Administrative & Operational Support
- Manage and optimize the CEO’s calendar, including scheduling internal meetings, client calls, and strategic priorities
- Draft, edit, and send emails on the CEO’s behalf with accuracy in tone and intent
- Set and manage expectations around the CEO’s availability and response times
- Take clear, organized notes during meetings and distribute action items
- Track deadlines and commitments; proactively follow up to ensure accountability
- Respond to CEO requests promptly and with sound judgment
- Serve as a communication bridge between the CEO, internal teams, and clients
AI-Driven Efficiency & Process Improvement
- Leverage AI tools (LLMs and other automation platforms) to improve speed, quality, and consistency of work
- Use AI to draft communications, summarize meetings, and streamline repetitive tasks
- Identify opportunities to automate workflows and reduce manual administrative overhead
- Continuously test and implement new tools to improve the CEO’s efficiency and overall team operations
- Bring a systems-oriented mindset—documenting and refining processes using both AI and traditional tools
Communication & Representation
- Communicate on behalf of the CEO with professionalism, warmth, and authority
- Embody the CEO’s voice and tone while maintaining clarity and diplomacy
- Protect the CEO’s time while preserving strong relationships with stakeholders
Administrative Skills
- 3 years of experience supporting an executive or senior leader
- Exceptional calendar and inbox management skills
- Strong written communication and drafting ability
- Highly organized with strong follow-through
- Comfortable juggling multiple priorities and shifting timelines
- Able to manage up with confidence and discretion
AI & Technical Fluency
- Demonstrated experience using AI tools (e.g., LLMs) to enhance productivity and output quality
- Comfortable learning and adopting new tools quickly
- Ability to identify inefficiencies and proactively implement solutions
- Experience with workflow automation tools is a strong plus
Soft Skills & Personal Attributes
- Unflappable under pressure and emotionally steady
- Direct, matter-of-fact, and comfortable saying “no” when needed
- Warm, engaging, and professional in all interactions
- Excellent active listener with strong judgment
- Able to handle blunt feedback or high expectations without becoming reactive
- Comfortable holding a CEO accountable to deadlines and commitments
- Thick-skinned without being cold; empathetic without being permissive