Job Description

Our client is a fast-growing US-based technology company with an international team and operations across multiple locations in Europe and the US .

The company is building products used by businesses and consumers globally and is at an exciting stage of growth, combining technology, innovation and an increasingly AI-enabled operating model.

About the Role

We are looking for an Executive & Personal Assistant to the CEO to protect the CEO's time, improve operational efficiency and ensure that both professional and personal priorities run smoothly.

This is not a traditional EA or scheduling role. The successful candidate will take ownership of the CEO's calendar, travel, working environment, personal administration, household and office operations, finance administration and coordination of a small support network.

A key part of the role will also be building the systems and processes behind the operation.

The company already uses automation for areas such as meeting capture, transcription, OKR tracking and travel. The next step is to create better visibility, reporting and accountability across the entire support operation.

You'll report directly to the CEO.

Key Responsibilities

Calendar & Meeting Management

• Own the CEO's professional and personal calendar as one integrated schedule.
• Ensure agendas, pre-reads and action items are properly managed.
• Manage requests for the CEO's time with sound judgement.
• Resolve scheduling conflicts independently.

Reporting, Systems & Automation

• Build and maintain scorecards covering the CEO's support operation.
• Establish consistent weekly and biweekly reporting rhythms.
• Track commitments and follow through to completion.
• Use AI tools to automate recurring work such as meeting notes, reporting, scheduling and document preparation.
• Continuously reduce unnecessary manual work.

Environment & Operations

• Ensure the CEO's office, home and working environments are fully prepared.
• Coordinate maintenance, service providers and operational issues.
• Resolve problems directly rather than simply escalating them.

Travel, Events & Hospitality

• Own business and personal travel from end to end.
• Coordinate bookings, hotels, ground transportation and itineraries.
• Organise executive meetings, conferences, family occasions, gifts and deliveries.
• Handle travel disruption and last-minute changes.

Health, Sport & Wellness

• Coordinate medical, dental and other appointments and follow-ups.
• Manage training, wellness and nutrition schedules.
• Coordinate with relevant providers and support continuity across appointments and services.

Support Team & Office Operations

• Coordinate a small network of assistants, household staff, drivers, contractors and vendors.
• Hire and onboard additional support staff as required.
• Oversee payroll administration for hourly staff.
• Manage vendor relationships, contracts, renewals and service quality.
• Support office operations and facilities.

Finance Administration

• Manage corporate card administration, receipts and monthly reconciliation.
• Coordinate personal and family payments through dedicated accounts.
• Support light bookkeeping and cost reviews.

Legal & Personal Administration

• Coordinate immigration, visa and documentation processes.
• Manage household administration, insurance, security systems and service contracts.
• Support personal and family-related requests as required.

What We're Looking For

Experience

• Previous experience supporting a founder, CEO or senior executive across both professional and personal responsibilities .
• Experience coordinating people, contractors and vendors without formal reporting authority.
• Strong international travel coordination experience.

Systems & Data

• Ability to build a scorecard, dashboard or reporting system from scratch.
• Strong organisational discipline and experience maintaining reporting rhythms under pressure.
• Practical experience using AI to improve operational workflows , including scheduling, meeting management, reporting or document creation.
• Ability to explain what you built, how it improved the process and how you measured the results.

Tools

• Advanced Google Workspace.
• Slack and Zoom.
• Experience with expense management and payroll platforms.
• Comfortable learning and implementing new technology quickly.

Personal Attributes

• Exceptional attention to detail and very high standards.
• Comfortable managing a large number of competing priorities.
• Strong independent judgement and decision-making.
• Highly discreet and trustworthy.
• Comfortable operating in a fast-moving, demanding environment.
• Fluent English.
• US work authorisation required.

Nice to Have

• Confluence, Jira or similar tools.
• Experience with OKR systems.
• Familiarity with meeting-management or AI scheduling tools.
• Knowledge of nutrition, health or wellness.
• Experience hiring household or office staff.
• Experience with immigration and visa processes.

What Success Looks Like

Success in this role means:

• The CEO doesn't need to chase the status of tasks.
• Information and priorities are visible without being requested.
• The support operation is measurable and increasingly automated.
• Reporting happens consistently, even during demanding periods.
• Travel, events and environments run smoothly.
• Personal and professional administration happens proactively.
• Payroll, vendors, contracts and expenses are accurate and handled on time.

Location & Travel

Florida, USA — 4 days onsite / 1 day remote.

Candidates based outside Florida may be considered if they are willing to relocate. Relocation support is available.

The role may involve occasional international travel with the CEO.

Interested?

This is a high-trust, high-ownership position for someone who enjoys building systems, solving problems and creating leverage for a CEO rather than simply managing a calendar.

PowerUp Talent is supporting the search on behalf of a confidential client.

Apply directly or reach out to us for a confidential conversation.

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