Executive Assistant to the CEO

Job Description

Job Description

(This position is a remote position in the Portland/Vancouver area with periodic travel to the local office)

About ThriveAxis

ThriveAxis® is a leadership development and organizational performance consultancy. We deliver executive coaching, leadership development programs, organizational assessments, team effectiveness work, and culture work. Our clients are transit agencies, healthcare and life sciences organizations, public agencies, and nonprofits.

Our work is built on the People-Forward Leadership™ framework created by our founder and CEO, Dr. Carol Parker Walsh. Carol coaches executives, leads client engagements, speaks nationally, hosts the People-Forward Leadership™ Podcast, writes for national business publications, and serves on boards and committees. We are a small team, and every seat carries real ownership.

The Role

This role exists to increase the CEO's capacity to operate as CEO. You protect the CEO's time, attention, and outside commitments so those hours go to clients, business development, speaking, thought leadership, and strategy. Team members request availability through you and schedule only after you confirm. You triage the inbox daily, handle the logistics for every external engagement, and make sure the CEO walks into every meeting prepared and every commitment gets captured and closed. You report directly to the CEO and partner with the Director of Client Operations as a peer.

What You Will Own

Calendar Ownership & Time Protection

Serve as the single point of control for the CEO's time, responding quickly to team availability requests.

Design the calendar around priorities, with protected time for sales, delivery, content, and strategy, plus buffers for travel and prep.

Prevent conflicts, provide a regular look-ahead, and recommend meetings to decline, delegate, or shorten.

Inbox & Correspondence

Triage the inbox daily and bring the CEO one consolidated decision queue.

Respond promptly to inquiries and draft correspondence in the CEO's voice, handling more independently as trust builds.

External Engagements & Commitments

Handle speaking inquiries, event logistics, and travel from first contact through post-event follow-up.

Track board, membership, and committee commitments, along with deadlines for submissions, renewals, and nominations.

CEO Readiness & Follow Through

Deliver meeting briefs and travel itineraries well in advance so the CEO is always prepared.

Capture commitments after meetings, route them quickly, and close delegated items without the CEO having to check.

Reporting & Accountability

Maintain ClickUp as the source of truth, post daily Slack updates, and take part in monthly KPI and quarterly role reviews with the CEO.

Requirements

What you bring

5+ years supporting a CEO, founder, or senior executive, with full ownership of calendar and inbox

Proven ability to write in an executive's voice. Your work goes out under the CEO's name without anyone else proofreading it

Experience running logistics for speaking engagements, conferences, travel, and board or committee work

A track record of accuracy. Dates, links, and names are right the first time

Sound judgment about what needs the CEO, what to delegate, and what to decline

Discretion with confidential client, personnel, and business information; comfortable with using password manager applications such as LastPass

Proficiency with Google Workspace, Slack, and a project management platform such as ClickUp

Daily use of AI tools to draft, summarize, and research, plus the judgment to check what they produce