Executive Assistant to Founder / CEO

Executive Assistant Role

We are seeking a highly capable, experienced, and trustworthy Executive Assistant to provide direct, in-person support to the Founder/CEO at the company headquarters in Scottsdale, Arizona. This is not a traditional administrative role, and it is not a remote position. This is a high-responsibility, high-pace position for someone who can operate with discretion, professionalism, and urgency, with excellent judgment, strong technological ability, and the flexibility to travel when needed.

The ideal candidate has direct experience supporting a CEO, founder, entrepreneur, high-profile executive, media personality, or fast-moving business leader. This person must be organized, proactive, emotionally intelligent, and able to manage competing priorities without becoming overwhelmed.

This role also requires someone who is comfortable using AI tools to improve productivity, organization, communication, research, scheduling, document creation, workflow management, and executive support. We are looking for someone who understands that AI is not a gimmick, but a tool that can help a high-level executive and a growing company move faster and operate more efficiently.

The right person will be comfortable dealing with scheduling, travel, communication, coordination across multiple companies, personal and professional logistics, sensitive information, and internal systems.

Key Responsibilities

• Work directly with the Founder/CEO at the company headquarters and provide in-person executive support.
• Manage complex calendars, appointments, meetings, calls, travel, and daily priorities.
• Coordinate business and personal logistics with professionalism and confidentiality.
• Serve as a communication gatekeeper, helping prioritize emails, calls, texts, meeting requests, and follow-ups.
• Prepare agendas, meeting notes, reminders, action items, and follow-up tasks.
• Use AI tools to help organize information, draft communications, summarize documents, research topics, build task lists, improve workflows, and increase executive efficiency.
• Help identify opportunities to use AI to reduce repetitive work, improve follow-up, organize information, and streamline day-to-day operations.
• Coordinate with internal team members, vendors, partners, attorneys, media contacts, and business associates.
• Support occasional travel, events, appearances, meetings, tours, conferences, and off-site business needs.
• Coordinate travel logistics for both the executive and, when needed, yourself as part of the support function.
• Assist with document organization, file management, task tracking, and internal systems.
• Anticipate needs before they are asked and help reduce the executive's mental load.
• Maintain strict confidentiality regarding business, personal, financial, legal, family-related, and company-sensitive matters.
• Help ensure that commitments, deadlines, and priorities do not fall through the cracks.
• Represent the executive and the company with professionalism, warmth, and excellent judgment.
• Remain flexible and available for changing schedules, urgent priorities, and travel-related adjustments.

What We're Looking For

• Direct experience as an Executive Assistant, Personal Assistant, Chief of Staff, or Senior Administrative Support to a CEO, founder, entrepreneur, or high-level executive.
• Experience using AI tools such as ChatGPT, Claude, Gemini, Perplexity, Notion AI, Microsoft Copilot, or similar tools to improve productivity, organization, research, writing, and workflows.
• Experience in a fast-paced environment such as media, entertainment, startups, politics, executive offices, events, or high-growth businesses is strongly preferred.
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to handle confidential and sensitive matters with maturity.
• Excellent judgment, emotional intelligence, and professionalism.
• A proactive mindset-someone who sees what needs to be done and takes initiative.
• Strong calendar, email, travel, and task management experience.
• Comfortable working across multiple companies, brands, projects, and personalities.
• Ability to move quickly while still being accurate.
• Positive attitude, great personality, high energy, and strong interpersonal skills.
• Ability to take direction, receive feedback, and improve quickly.
• Strong problem-solving skills and the ability to figure things out without the need for constant supervision.

AI & Technology Expectations

The ideal candidate should be comfortable using AI to:

• Draft and clean up emails, letters, agendas, and internal communication.
• Summarize long documents, emails, meeting notes, legal correspondence, and project updates.
• Create task lists, follow-up reminders, checklists, and operating procedures.
• Research vendors, travel options, event details, business contacts, and general information.
• Organize meeting notes and convert conversations into action items.
• Improve executive workflow by helping create repeatable systems.
• Use AI responsibly while protecting confidential and sensitive information.

We are not looking for someone who simply says they have 'used ChatGPT.' We are looking for someone who understands how to use modern tools to save time, improve clarity, and increase execution.

Ideal Candidate Profile

You are the person who brings order to chaos. You are reliable, sharp, personable, hard-working, tech-savvy, and highly discreet. You can operate in a high-trust environment and understand that supporting a high-level executive requires discretion, flexibility, urgency, and sound judgment.

You do not need constant hand-holding. You are not easily overwhelmed. You understand that priorities can shift quickly, and you are comfortable adapting.

You are comfortable with AI and technology, but you also understand that good judgment, discretion, loyalty, personality, and execution matter more than any tool.

Requirements

• Minimum 3-5 years of experience in an Executive Assistant, Personal Assistant, or high-level administrative support role.
• Direct experience supporting a CEO, founder, entrepreneur, principal, public figure, or senior executive preferred.
• Must be able to work in person at the company headquarters in Scottsdale, AZ.
• Must be willing and able to travel as needed for business events, appearances, meetings, tours, and company-related responsibilities.
• Must have flexibility with schedule when executive priorities, travel, or urgent matters require it.
• This is not a remote or hybrid-first position.
• Strong technology skills, including Google Workspace, calendar management tools, task management systems, email platforms, document organization, and AI-assisted productivity tools.
• Ability to work full-time with flexibility when urgent matters arise.
• Must be highly trustworthy, discreet, and professional.
• Must be comfortable in a fast-moving, entrepreneurial environment.