Executive Orchestrator to CEO

About the role

This role is designed for an Executive Orchestrator who will work closely with the CEO, playing a role in managing the operational dynamics of three separate businesses. The position merges high-level executive assistance with hands-on marketing operations, emphasizing the transformation of strategic ideas into actionable outcomes while ensuring accountability throughout the process. You will be a key player in driving growth initiatives and maintaining a steady operational cadence.

Key facts

What you'll do

• Oversee the CEO's daily and weekly agenda, prioritizing tasks and delegating responsibilities effectively.
• Translate the CEO's visionary concepts into specific, actionable tasks, assigning them to appropriate team members with clear deadlines.
• Create and implement streamlined systems for managing workflows, including the development of templates, checklists, and task assignments derived from meeting discussions.
• Handle marketing operations responsibilities, such as maintaining the CRM, managing lead routing, and automating email communications.
• Coordinate the rollout of marketing campaigns and content initiatives across the business portfolio, including specific projects like podcasts and promotional campaigns.
• Ensure accountability for projects among team members and external partners, addressing any issues that arise without needing direct intervention from the CEO.
• Compile and deliver a weekly performance report that highlights key metrics in marketing, sales, and project progress.
• Foster effective communication across various teams to ensure alignment on goals and objectives.
• Monitor project timelines and deliverables to ensure that all initiatives are completed on schedule.
• Assist in the identification of growth opportunities and contribute to strategic planning sessions.
• Maintain a proactive approach to problem-solving, anticipating challenges and providing solutions before they escalate.
• Engage with stakeholders to gather feedback and insights that can inform future strategies and initiatives.

Requirements

• A minimum of 5 years of experience in a similar role supporting a founder or CEO, such as an Executive Assistant, Chief of Staff, or Execution Partner.
• Proven ability to manage daily operations, establish task systems, and ensure consistent follow-through on projects.
• Hands-on experience in marketing operations, including familiarity with CRM systems, email marketing workflows, and basic content creation.
• Strong project management capabilities, utilizing tools like ClickUp or Asana, with a track record of achieving results in dynamic environments.
• Regular use of AI tools to boost productivity and enhance the quality of work, including tasks like drafting documents and automating processes.
• Essential prior experience working remotely and proficiency with collaboration tools such as Slack, Zoom, Google Workspace, and project management software (Asana/ClickUp).
• Experience with US or UK-based companies is highly desirable.

Nice to have

• Background in supporting executives who manage multiple businesses or a small portfolio of companies.
• Familiarity with automation platforms like Zapier or Make, as well as data management tools such as Airtable or Google Sheets.
• Strong communication skills, capable of engaging with a diverse range of stakeholders, from high-net-worth investors to operational team members.

Skills & tools

• Proficient in ClickUp/Asana for project management
• Experienced with Google Workspace for document and communication management
• Familiar with Slack/Zoom for team collaboration and meetings
• Knowledgeable in CRM systems such as HubSpot, GoHighLevel, or Salesforce
• Competent in using Airtable or Google Sheets for data organization and analysis
• Experienced with automation tools like Zapier or Make for streamlining processes
• Familiar with AI tools, including ChatGPT, for enhancing productivity

Practical notes

Candidates are required to complete a comprehensive application form, which includes submitting a video as the first step in the interview process. Applications that do not include a video will not be considered. The ideal candidate should be available to work in the US Eastern Time (ET) zone, with a commitment to overlap during core ET working hours. This is a contract position, providing flexibility while contributing to an innovative team.