Executive Assistant to the CEO

To apply: Besides applying for this position, please submit a video or audio directly through the screening questions answering the following:

• Why are you the right fit for a fast-paced, high-demand Executive Assistant role? Share an example of how you've brought clarity to chaos or Describe a time you successfully supported someone who wasn't the easiest to work with

Note: Applications without a video/audio will not be considered.

Job Title: Executive Assistant to CEO

Location: Remote or Hybrid (depending on candidate location)

Compensation: Based on experience

Schedule: Full-Time — Must be Flexible and Available Beyond 7-6

About This Role

We are seeking a highly capable, emotionally intelligent, and battle-tested Executive Assistant to support a fast-paced CEO. We're looking for someone who thrives in high-stakes environments, can navigate fast-changing priorities with confidence and grace, and brings clarity where there is ambiguity. You must be able to cut through noise, turn loosely defined ideas into structured, actionable outcomes, and support a fast-moving executive without missing a beat.

To succeed in this role, you'll need to be calm under pressure, incredibly organized, and capable of managing up, sometimes without a clear brief or full context. You're not just an assistant; you're a filter, a fixer, a translator, and a partner who sees the bigger picture while handling the smallest details.

This is not your typical 9-to-5 role. If you're looking for balance, routine, and hand-holding, this is not the job for you. But if you're a resourceful, proactive executor who thrives in chaos, filters noise like a pro, and can anticipate needs before they're spoken, we want to meet you.

You'll Excel in This Role If You…

• Are a natural problem-solver who loves figuring things out without needing step-by-step instructions
• Are obsessed with organization, and derive joy from bringing structure to messy systems
• Have the emotional intelligence to read between the lines and filter out the fluff, you understand what's important even when it's not said directly
• Thrive in fast-paced, high-pressure environments and can adapt on the fly
• Communicate clearly and professionally, especially when others don't
• Are proactive, self-managed, and take ownership without waiting to be told what to do
• Are tech-savvy and comfortable with tools like Google Workspace, Slack, Notion, Zoom, project management platforms, AI technologies, CRMs, etc
• Have supported high-performing, high-demand individuals and understand what it takes to stay one step ahead
• Can handle both strategic projects and small, tactical tasks with equal enthusiasm
• Are flexible, dependable, and available beyond typical working hours when needed, because you know that's what the job takes
• Are a typing machine — fast, accurate, and able to capture ideas at the speed they're shared
• Speak English (fluent/native) and Portuguese preferred
• Follow-Through – What's assigned to you gets done, on time and with precision.
• Are a time management pro – You know how to protect and beat the clock.

What You'll Be Doing

• Serve as the gatekeeper and right hand to the CEO — protecting time, filtering communication, and handling tasks with minimal input
• Translate rambling voice notes, texts, and half-formed ideas into clear action plans and deliverables
• Bring structure to chaos — build, refine, and maintain systems for time management, scheduling, priorities, and daily operations
• Draft emails, manage calendars, book meetings, and handle high-level correspondence
• Coordinate travel, logistics, and multi-step processes without needing step-by-step instructions
• Act as an accountability partner, project tracker, and force multiplier
• Handle both personal and professional tasks with discretion and reliability
• Inbox & Calendar Control – Full ownership of communication flow and
• scheduling
• Prospect & Podcast Coordination – Confirm meetings via phone, email, and text with prospects, clients, and speakers
• Project & Documentation Ownership – Maintain files, agendas, SOPs, and task flows
• Outreach & Filtering – Filter calls, respond on behalf of the CEO, and protect focus
• Reporting & Research – Deliver summaries, reports, and data to drive decisions
• Attend meetings and deliver recaps or key action items
• Manage transaction files, listing coordination, and real estate admin tasks (Coordinate with inspectors, notaries, title agents, sellers, buyers, and runners)
• Assist with recruiting, onboarding, and training as needed
• Manage marketing platforms and content deployment
• You will remain on Zoom during all working hours with the camera on while clocked in

Bonus Points If You:

• Have experience in high-growth startups, or fast-moving businesses
• Have a background in operations, project management, marketing or communications
• Have supported "visionary" (aka chaotic genius) type founders before and lived to tell the tale
• Have leadership experience

Important Notes:This job is not for someone who needs a lot of direction or personal time during business hours. The CEO moves fast and expects you to do the same. You must be proactive, adaptable, and thrive in a role where you manage your boss, not the other way around.

Job Types: Full-time, Contract

Pay: From R$25.00 per hour

Expected hours: 40 – 50 per week

Application Question(s):

• This role often requires availability outside of traditional business hours. Are you comfortable working a flexible, sometimes unpredictable schedule without strict schedule boundaries?
• Share your hourly rate expectations
• Submit a video/audio directly through this platform answering the following:

Why are you the right fit for a fast-paced, high-demand Executive Assistant role? Share an example of how you've brought clarity to chaos or Describe a time you successfully supported someone who wasn't the easiest to work with

*Note: Applications without a video/audio will not be considered.

Language:

• English (Required)