Executive Partner to the CEO

About the Role

We are looking for a highly organized, proactive Executive Partner / Project Coordinator to work in close partnership with the CEO, Creative Director, and Chief of Staff. This role sits at the intersection of executive support, project coordination, and creative operations, with a strong focus on communication flow, follow-through, and execution.

You will act as a force multiplier for leadership by reducing distractions, anticipating needs, and ensuring priorities, commitments, and initiatives move forward smoothly across teams and stakeholders.

What You’ll Do

Administrative and Executive Support

• Provide high-level administrative support, including calendar management, travel coordination, inbox triage, scheduling, and other ad hoc support tasks as needed.
• Support the CEO’s headspace by reducing distractions and handling tactical execution, including both business and limited personal administrative tasks to maintain executive focus and momentum.

Executive Communication Management

• Own the executive communication flow by filtering, prioritizing, and routing information so the Chief of Staff and CEO can focus on decision making.
• Ensure the CEO is not missing important communications across channels.
• Ensure communications are handled in a timely and respectful manner, including responding on behalf of the CEO when appropriate.
• Reply on behalf of the CEO, as the CEO, in scenarios required to coordinate meetings and keep conversations moving forward.

Project Coordination and Follow Up

• Support the Chief of Staff in execution by coordinating project timelines, follow ups, and deliverables across teams to ensure consistent progress.
• Own project coordination tasks, including status tracking, meeting logistics, and stakeholder follow ups, to enable the Chief of Staff to focus on strategy and decision making.
• Partner with the Chief of Staff to manage and maintain project documentation, ensuring alignment with strategic priorities.
• Track deadlines, commitments, and dependencies tied to CEO owned initiatives.
• Own and actively manage the CEO’s task list, ensuring all action items are clearly captured, prioritized, and aligned to realistic timelines.
• Maintain clear visibility into task progress, following through to ensure completion and preventing items from slipping, while enabling the CEO to stay focused on the highest impact work.

Meetings and Action Management

• Support meeting preparation by coordinating logistics, tracking action items, and following up on deliverables.
• Ensure meeting notes and action items are precisely understood and that ownership is clearly delegated or taken on directly by the Executive Partner when required.
• Proactively manage the CEO’s calendar and meetings, ensuring thoughtful scheduling across time zones, especially during travel, while avoiding overbooking and allowing sufficient time for preparation and follow-ups.

Stakeholder and Relationship Coordination

• Manage day to day coordination across stakeholders to ensure commitments are met.
• Coordinate external relationships from an execution and logistics standpoint.

Research, Strategy, and Brand Support

• Conduct research and prepare briefs on topics, partners, or opportunities the CEO needs to evaluate, while also ensuring that these are prepared and read ahead of time.
• Support the CEO in developing strategic plans to reach target external stakeholders, including new partners, new industry relationships, and creators.
• Oversee elements of the CEO’s personal brand and posting from an execution standpoint.
• Preferably, execute and deliver research projects provided by the CEO, both personal and professional.

About You

• 8+ years of experience providing executive support to senior leadership or C-level executives.
• Proven track record of project coordination and cross-functional execution.
• Experience working in startups or fast-paced, ambiguous environments, with the ability to thrive amid changing priorities.
• Exceptional organizational, follow-up, and prioritization skills in a fast-paced, remote environment.
• Excellent written and verbal communication skills, with the confidence to represent the CEO when appropriate.
• Comfortable operating across creative, production, and operational functions.
• Proactive, detail-oriented, and solution-oriented, with the ability to anticipate needs before they arise.
• Familiarity with content production workflows is a strong plus.
• Strong research skills, both for professional and personal projects.

What Makes This Role Exciting

• Close, trusted partnership with executive leadership.
• High level of ownership and autonomy with clear expectations.
• Exposure to high-impact creative, strategic, and operational initiatives.
• Opportunity to grow into broader responsibility and leadership over time.
• A dynamic role that blends executive support, project coordination, and creative operations.

Originally posted on Himalayas