Executive Assistant (contract, remote) - Job Mobz

Job Mobz is part of a family of incredible brands alongside Flawless Recruit and Recruiter.com. Together, we provide talent acquisition services to fit the unique hiring challenges of our clients. Whether they need help building recruiting processes, attracting top talent, or payrolling contractors, we can help. 

The Executive Assistant (Chief of Staff) will work closely with the CEO to ensure the efficient management of the company’s daily operations while handling strategic projects. This role requires managing complex schedules, ensuring smooth communication with high-profile stakeholders, and driving key initiatives across the organization. The ideal candidate is organized, communicative, and able to balance administrative and chief-of-staff responsibilities. 

Key Responsibilities

Executive & Administrative Support: 

• Manage the CEO’s calendar, schedule meetings, coordinate travel arrangements, and handle day-to-day operational tasks to ensure smooth workflow. 

• Organize and maintain files, records, and documents, while preparing reports, presentations, and other materials as needed. 

Communication & Stakeholder Management: 

• Act as the primary point of contact for the CEO, managing communication with internal teams and external partners, including Fortune 50 customers. 

• Draft and manage correspondence, emails, and phone calls, ensuring clear, timely, and professional communication on behalf of the CEO. 

Meeting & Event Coordination: 

• Coordinate and prepare for meetings by drafting agendas, taking detailed meeting minutes, and following up on action items to ensure timely completion. 

• Assist in planning and executing company events and initiatives, providing administrative and logistical support where needed. 

Project & Operational Management: 

• Collaborate with the CEO to manage and track key projects, ensuring deadlines are met and progress is communicated effectively across teams. 

• Support the CEO in managing special initiatives by taking on a part-time Chief of Staff role, ensuring effective task delegation, follow-up, and completion. 

Confidentiality & Discretion: 

• Handle sensitive information with the utmost discretion, maintaining confidentiality at all times and ensuring the CEO’s trust is upheld. 

Ad Hoc Support: 

• Assist with personal errands, travel plans, and other ad hoc tasks to ensure the CEO’s time is optimized and focused on critical business needs. 

• Applicants who live in San Francisco are preferred, but the role is also open to anywhere else in the United states.
• Bachelor’s degree or equivalent work experience. 

• Proven experience as an Executive Assistant or in a similar administrative role, preferably in a fast-paced startup environment. 

• Strong organizational and time-management skills with incredible attention to detail. 

• Exceptional written and verbal communication skills; experience handling communication with Fortune 50 customers is a plus. 

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools. 

• High level of discretion and professionalism, with the ability to handle sensitive information. 

• Strong problem-solving skills and the ability to multitask and prioritize effectively in a fast-paced environment. 

• Experience in a Chief of Staff role or similar capacity is highly desirable. 
•  Ability to take on a part-time chief of staff role, ensuring effective task delegation and follow-up.

All your information will be kept confidential according to EEO guidelines.