Executive Operations Partner – CEO Office

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Scale Virtually VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

🤝 B2B

👥 HR Tech

⚡ Productivity

B2B • HR Tech • Productivity

Scale Virtually VA is a world-class staffing agency that specializes in providing skilled virtual assistants to help businesses streamline operations and enhance productivity. They offer customized solutions for administrative tasks, marketing, sales, and real estate services, allowing companies to focus on core revenue-generating activities. Through a comprehensive recruitment process, Scale Virtually ensures that the right talent is placed in the right roles, facilitating rapid business growth and operational efficiency.

📋 Description

• Act as the first operational filter for incoming requests, opportunities, decisions, and interruptions before they reach the CEO. • When new requests enter the CEO's inbox, calendar, or communication channels: • - Determine whether the CEO must be involved • - Identify items that can be delegated • - Flag items that should be postponed • - Recommend items that should be declined • - Protect executive focus by preventing unnecessary involvement • When priorities conflict, surface recommendations instead of simply presenting problems. • Project Execution When the CEO introduces a new initiative, partnership, idea, or strategic priority: • - Convert it into a documented execution plan • - Define objectives and desired outcomes • - Assign ownership • - Establish timelines and milestones • - Define success metrics • - Determine immediate next actions • Maintain visibility from project launch through completion. • Follow up proactively when deadlines slip, ownership becomes unclear, or momentum stalls. • Meeting Management Before executive and leadership meetings: • - Prepare briefing documents • - Gather relevant background information • - Identify risks and unresolved decisions • - Present recommended actions • During meetings: • - Capture decisions in real time • - Document commitments and ownership • - Record action items requiring follow-through • After meetings: • - Distribute action items • - Confirm ownership • - Track completion • - Follow up until commitments are executed • If decisions are made without clear owners, resolve the ambiguity immediately. • Leadership Accountability Maintain a single source of truth for active initiatives. • Track: • - Deliverables • - Deadlines • - Risks • - Escalations • - Bottlenecks • - Ownership • Provide weekly executive reporting that highlights: • - Progress • - Risks • - Missed commitments • - Decisions requiring executive input • Escalate execution risks before they become operational problems. • Communication Management Draft and manage: • - Leadership updates • - Internal communications • - Meeting summaries • - Follow-up messages • - Strategic announcements • Translate CEO direction into communication that teams can execute without requiring repeated clarification. • Decision Tracking Maintain a CEO Decision Log. • For every significant decision: • - Document the decision • - Capture why it was made • - Record ownership • - Track execution status • Prevent repeated discussions caused by missing documentation or unclear accountability. • Organizational Clarity Identify situations where: • - Ownership is unclear • - Multiple leaders believe they own the same initiative • - Priorities compete for the same resources • - Teams are overcommitted • - Strategic direction is being interpreted differently across departments • Escalate issues with recommended solutions rather than observations alone.

🎯 Requirements

• 5+ years supporting founders, CEOs, executives, or business owners • Strong project management experience across multiple concurrent initiatives • Experience coordinating work across multiple departments • Exceptional written English • Experience creating executive reports and operational updates • Experience documenting processes, systems, and workflows • Strong organizational systems thinking • Ability to manage competing priorities without constant supervision • You must be comfortable: • Making decisions with incomplete information • Following up repeatedly when accountability is weak • Challenging assumptions respectfully • Managing founder-driven environments with frequent changes • Operating independently for extended periods without detailed direction • Candidates who primarily identify as administrative assistants without execution ownership experience are unlikely to succeed in this role.

🏖️ Benefits

• PTO • HMO • Fully Remote Work • Competitive Salary Package