Horizon Recovery is hiring a Personal Executive Assistant to serve as the CEO’s primary operations partner. In this role, you will be responsible for removing task-level work, orchestrating schedules and communications, and ensuring flawless follow-through on all CEO commitments. You will represent the CEO professionally with anyone inside or outside the organization.
What You'll Do
- Own the CEO’s calendar end-to-end: apply prioritization rules, time blocks, buffers; proactively resolve conflicts and protect focus time.
- Schedule and confirm meetings; coordinate virtual logistics and attendee communications.
- Prepare agendas and briefing packets; ensure the CEO is prepared with context, goals, and decisions needed.
- Attend key meetings to capture notes and action items; distribute promptly to stakeholders.
- Manage and triage all CEO communications across email, Slack, Microsoft Teams/Chat, SMS, and other approved channels.
- Represent the CEO in all written and verbal communications with internal teams, board members, partners, vendors, clients, and external stakeholders.
- Draft, route, and send correspondence on the CEO’s behalf where appropriate; maintain agreed response-time standards.
- Consolidate all asks and decisions into a unified Request & Decision Queue with priority, owner, and due date; escalate risks early.
- Maintain a CEO Master Task & Priority Tracker covering every commitment, request, and decision.
- Proactively chase updates, remove blockers, and close loops; surface options and recommendations with each escalation.
- Issue a daily delinquent/at-risk summary so the CEO sees overdue items and required next steps.
- Ensure the CEO completes recurring duties such as updating company metrics/OKRs/KPIs on the defined cadence.
- Build and maintain executive-ready reports and dashboards (weekly metrics snapshot, monthly performance review, leadership/board readouts).
- Coordinate data owners and submission timelines; validate accuracy; highlight trends, variances, blockers, and decisions required.
- Take formal meeting minutes when required; capture decisions, action items (owner & due date), and next steps.
- Use AI or other note-taking tools when appropriate and permitted; generate concise summaries and action lists.
- File minutes and notes in an indexed repository with standard naming conventions and version control; maintain a searchable archive.
- Maintain a Decision Log and ensure follow-up tasks are created and tracked to closure.
- When directed by the CEO, act with delegated authority to set up services/tools, purchase approved items, schedule resources, and pay vendors/fees using company methods.
- Translate broad objectives into clear mini-plans (scope, owners, deadlines); choose an approach, execute, and report back succinctly.
- Handle light procurement: gather options/quotes, compare value, recommend a selection, and proceed within pre-approved budget limits; keep receipts and a simple audit trail.
- Stand up SaaS accounts, configure access/permissions, and coordinate with IT/Finance/Legal as needed for security, billing, or terms.
- Onboard and coordinate vendors/contractors within defined guardrails.
- Provide timely status updates; immediately escalate if costs, risks, or scope exceed agreed limits; propose alternatives.
- Attend internal meetings when the CEO is unavailable; accurately represent priorities within agreed guardrails.
- Communicate context, gather inputs, commit next steps where authorized, and escalate decisions beyond scope.
- Deliver a crisp debrief to the CEO (decisions, risks, action items, owners, deadlines).
- Maintain executive contact lists, distribution groups, templates, and document libraries.
- Track recurring obligations (reporting cycles, renewals, audits, filings) and ensure timely completion.
- Exhibit impeccable professionalism, discretion, and confidentiality at all times, especially regarding HR-sensitive or personnel matters.
What We're Looking For
- 4+ years supporting a C-suite executive (CEO/President/Founder preferred) in a remote or hybrid, fast-paced environment.
- Mastery of calendar ownership, multi-platform messaging (email/Slack/Teams), meeting orchestration, and task tracking.
- Demonstrated ability to take a high-level directive and independently execute to outcome (setup, purchase, scheduling, payment).
- Strong report-building skills (Google Sheets/Excel) and executive presentation skills (Slides/PowerPoint); comfort with dashboards.
- Exceptional written and verbal communication; polished, executive-ready drafting.
- High reliability, proactive ownership, and ability to anticipate needs and operate autonomously.
- Proficiency with Google Workspace or Microsoft 365, Zoom/Teams, and a work-management tool (Asana/ClickUp/Notion).
Nice to Have
- Experience preparing leadership/board reports and KPI scorecards.
- Familiarity with AI note-taking/transcription tools and light BI (Looker Studio/Power BI).
- Experience acting as a proxy in internal meetings with clear decision guardrails.
Technical Stack
- Google Workspace, Microsoft 365
- Zoom, Microsoft Teams, Slack
- Asana, ClickUp, Notion
- AI note-taking/transcription tools (e.g., Otter, Fireflies, Zoom AI)
- Google Sheets/Excel, Slides/PowerPoint
Team & Environment
You will report directly to and partner with the CEO.
Work Mode
This is a fully remote position.
Horizon Recovery values proactive ownership, organization & systems thinking, judgment, discretion & confidentiality, clear communication, stakeholder management, and execution under pressure.
