Executive Assistant to CEO

Company

Sagan Recruitment

Salary / Compensation

• $2,000 – $2,500 USD per month

Overview / Job Description

Sagan Recruitment is hiring an Executive Assistant to CEO on behalf of a fast-paced entrepreneur managing multiple businesses, including a marketing agency and an AI-focused company. The environment is highly dynamic, growth-oriented, and requires exceptional organization, adaptability, and communication skills.

This role combines Executive Assistant and Personal Assistant responsibilities, serving as a strategic support partner to the CEO across multiple ventures. The successful candidate will help manage priorities, maintain operational visibility, coordinate schedules, and ensure day-to-day execution runs smoothly. The ideal candidate is proactive, detail-oriented, highly responsive, and comfortable juggling multiple priorities while maintaining structure and accountability.

Responsibilities

Executive Calendar & Schedule Management

• Manage and maintain the CEO’s calendar, ensuring effective prioritization of meetings and commitments
• Coordinate scheduling across multiple businesses, stakeholders, and projects
• Ensure alignment between daily activities and strategic priorities
• Anticipate scheduling conflicts and proactively resolve issues

Email & Communication Management

• Support inbox management and email organization
• Draft professional, clear, and well-structured emails for the CEO’s review
• Monitor communications and help prioritize urgent matters
• Facilitate effective communication between the CEO and key stakeholders

Travel & Logistics Coordination

• Coordinate domestic and international travel arrangements
• Book flights, accommodations, transportation, and reservations
• Prepare detailed travel itineraries and supporting documentation
• Manage travel-related logistics and schedule adjustments as needed

Task Management & Operational Support

• Track tasks, deadlines, follow-ups, and action items across multiple workstreams
• Ensure visibility into ongoing projects and priority initiatives
• Maintain accountability by monitoring progress and ensuring completion of commitments
• Provide regular status updates on key priorities and deliverables

Administrative & Personal Assistance

• Support administrative and personal tasks, including reservations, scheduling, and ad hoc requests
• Assist with day-to-day operational needs across the CEO’s personal and professional responsibilities
• Handle sensitive information with discretion and professionalism
• Provide flexible support based on evolving business and personal priorities

Information Management & Coordination

• Organize information, updates, and documentation across multiple business functions
• Support coordination among team members, stakeholders, and external partners
• Help maintain visibility into ongoing initiatives to support informed decision-making
• Ensure important information is documented and communicated effectively

Requirements

Experience

• 2+ years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or similar support role
• Experience supporting executives, founders, or senior leaders
• Experience managing calendars, communications, and administrative operations
• Exposure to marketing agencies, creative businesses, or entrepreneurial environments is preferred
• Experience working across multiple projects, stakeholders, or business units

Skills & Competencies

• Excellent written and verbal English communication skills
• Strong organizational and time-management abilities
• Exceptional attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Strong problem-solving and decision-making capabilities
• High level of professionalism, discretion, and confidentiality
• Ability to work with urgency and remain highly responsive during business hours
• Strong adaptability and ability to context switch effectively
• Proficiency with:
  • Google Workspace (Gmail, Calendar, Drive)
  • Slack
  • Zoom
  • Task management platforms such as Notion or Asana
• Comfort using AI tools to improve productivity and automate repetitive tasks

Candidate Profile

You SHOULD Apply If

• You enjoy helping executives stay organized and focused
• You thrive in fast-paced, entrepreneurial environments
• You are highly proactive and naturally anticipate needs before being asked
• You can effectively manage multiple priorities without losing attention to detail
• You are comfortable balancing both professional and personal support responsibilities
• You enjoy creating structure, accountability, and operational efficiency
• You are responsive, dependable, and take ownership of outcomes

You Should NOT Apply If

• You struggle with organization or managing competing priorities
• You require constant direction to complete tasks
• You are uncomfortable handling personal assistant responsibilities
• You have difficulty adapting to changing priorities and fast-moving environments
• You are not comfortable communicating with senior stakeholders
• You dislike administrative coordination, scheduling, and follow-up management

Other Information

What Success Looks Like

• The CEO’s calendar remains organized, optimized, and aligned with business priorities
• Emails, communications, and follow-ups are managed efficiently
• Travel arrangements and logistics are executed accurately and without issues
• Tasks and projects are completed on time with minimal oversight
• The CEO has clear visibility into priorities, commitments, and ongoing initiatives
• Multiple workstreams remain organized and coordinated effectively
• Business operations run smoothly through proactive support and strong follow-through

Additional Benefits / Highlights

• Full-time remote opportunity
• Competitive monthly compensation ($2,000–$2,500 USD)
• Direct partnership with a CEO managing multiple growing businesses
• Exposure to both a marketing agency and an AI-focused company
• High-impact role with significant visibility and responsibility
• Opportunity to work closely with executive leadership and strategic initiatives
• Dynamic entrepreneurial environment with diverse responsibilities
• Opportunity to develop executive operations, project coordination, and business management skills
• Independent contractor flexibility