Smith System is hiring an exceptionally organized, proactive Executive Assistant (EA) to serve as the CEO’s primary administrative and workflow partner—and as a shared resource for the broader C-suite (CFO, COO, CSO, CTO). This is not a “calendar-and-travel only” role. The EA will run the executive operating cadence: protecting time, preparing meetings, capturing decisions, converting discussions into action, and maintaining clear visibility into commitments and deliverables.
The right person loves building systems, creates order out of chaos, and uses modern productivity tools (including AI) to keep leaders aligned, accountable, and moving.
Key Responsibilities
1) Executive Calendar + Meeting Orchestration (CEO-first, C-suite-enabled)
- Own and optimize the CEO’s calendar: time-blocking, prioritization, meeting triage, and focus-time protection
- Coordinate scheduling across the C-suite as needed (recurring leadership meetings, customer meetings, internal operating reviews)
- Drive meeting logistics end-to-end: agendas, pre-reads, attendee coordination, dial-ins/links, room planning when onsite
- Set a standard for “good meetings” (clear purpose, right attendees, pre-reads when needed, outcomes captured)
2) AI-Enabled Notes, Summaries, and Action-Item Management
- Manage the workflow for AI meeting notes/transcripts (e.g., Teams/Zoom transcripts or other tools) and convert them into:
- concise summaries
- decisions made
- action items with owners + due dates
- follow-up messages that drive closure
- Maintain an action-item tracker for CEO and key exec meetings; ensure deadlines don’t silently slip
- Create weekly “what’s moving / what’s stuck” visibility for the CEO (and optionally the exec team)
3) CEO Workflow, Priorities, and Deliverables Visibility
- Build and maintain a practical system to track:
- CEO deliverables and commitments
- key stakeholder follow-ups
- deadlines (board, investors, ELT, major customers)
- personal productivity cadence (weekly planning, daily top priorities)
- Prepare CEO briefing packets: meeting context, attendees, last-touch notes, open loops, and desired outcomes
- Help the CEO stay organized: notes, files, templates, and consistent capture of key information
4) Communication Triage + Executive Follow-Through
- Support email and message triage (as appropriate): prioritizing, summarizing, drafting responses, and managing follow-ups
- Ensure critical messages don’t get buried; create a simple escalation path for urgent items
- Draft and polish executive communications (internal and external) when requested
5) Travel and Logistics
- Arrange travel with high attention to detail: flights, hotels, ground transportation, itineraries, and contingencies
- Coordinate onsite meeting days and executive offsites (logistics, calendars, pre-reads, follow-ups)
6) Executive Team Enablement (Shared Resource)
- Provide scheduling and coordination support to other C-suite members as agreed (e.g., recurring operating cadence, key customer meetings, leadership offsites)
- Establish a clean intake process and service model so the CEO remains the primary focus while the team benefits appropriately
7) Continuous Improvement and Systems Building
- Proactively streamline administrative and workflow processes (templates, trackers, meeting structures, documentation)
- Recommend and implement tools that improve execution (calendar hygiene, task tracking, meeting notes, documentation)
Qualifications
- 4+ years supporting senior executives (C-suite experience strongly preferred; CEO support a plus)
- Proven ability to manage complex, fast-moving schedules with excellent judgment and discretion
- Outstanding written communication (summaries, follow-ups, professional correspondence)
- High tech fluency: Microsoft 365 (Outlook/Teams/OneDrive), plus comfort adopting new tools quickly
- Demonstrated experience using task/project systems (e.g., Asana, Monday, ClickUp, Trello, Planner, Jira—tool-agnostic)
- Comfortable operating in a remote environment with proactive communication and tight follow-through
- Able to travel periodically to Dallas and/or Minneapolis
Ideal Candidate Attributes
- Exceptionally organized—you build structure without needing to be asked
- Strong executive presence; confident, calm, and appropriately assertive when protecting priorities
- Loves turning messy inputs into clean outputs (notes → decisions → actions → closure)
- Anticipates needs and prevents problems before they happen
- Trusted with confidential information and consistently exercises great judgment
What Success Looks Like (Outcomes)
Within the first 60–90 days, you will have:
- Built a reliable system for meeting prep → notes → decisions → action items → follow-through
- Implemented a lightweight “single source of truth” for CEO priorities, deliverables, and deadlines
- Improved calendar quality: fewer collisions, more protected focus time, clearer agendas, better meeting hygiene
- Increased executive follow-through with consistent reminders, status checks, and clean weekly reporting
