Executive Operations Assistant to CEO Full Time NEW

Role Summary

We are hiring an Executive Operations Assistant to the CEO to act as a force multiplier. This is not a traditional admin role. You will own the systems that keep the CEO and leadership team moving: project management, follow-through, documentation, and communication. Your work will directly impact how effectively the company executes. You’ll work with the CEO as a high-trust partner, not just back-office support.

Top 5 Outcomes (What success looks like)

1. CEO Time Leverage: CEO spends the majority of his time on high-value work (strategy, leadership, key relationships), not admin.
2. Project Management Discipline: Our PM platform (StrategyX) is accurate, current, and reliably used by CEO and his direct reports; tasks have clear owners and deadlines, and follow-through happens.
3. Company “Brain” Organized: Contracts, leases, insurance policies, renewals, and key documents are structured, searchable, and proactively tracked.
4. Communication & Follow-Through: CEO email and meeting outputs are triaged, organized, and turned into clear actions that close on time.
5. Proactive Planning: The CEO starts each day with a clear, realistic plan focused on the highest priorities, with risks and bottlenecks surfaced in advance.

Key Responsibilities

Project Management (StrategyX)

• Become a power user of our PM software and “work it as the CEO”
• Ensure projects and tasks for CEO and his direct reports are current, owned, and moving
• Follow up with leaders on overdue items and capture updates

Meetings & Execution Support

• Attend meetings with the CEO and ensure every meeting results in clear notes, decisions, action items, owners, and due dates captured in StrategyX, then follow through until items are completed
• Step in where needed with a proactive, owner’s mindset, showing flexibility, problem-solving, and willingness to take initiative when priorities shift or gaps appear

Inbox, Calendar & Communication

• Triage CEO email, flag priorities, draft and send routine responses when appropriate
• Support calendar by protecting focus time, reducing conflicts, and ensuring prep for key meetings
• Maintain a running list of decisions and items needing CEO input
• Lead business and personal travel planning with an attention to detail that leaves nothing to chance

Documentation & Admin

• Own the digital document repository for leases, insurance, contracts, renewals, and other key files (including select personal admin when needed)
• Enter accounts payable (AP) accurately following defined processes

Daily & Weekly Rhythm with CEO

• Run a short daily check-in with CEO to review the day’s schedule, top 3 priorities, and critical follow-ups
• Support hiring/onboarding projects with scheduling, documentation, and coordination

Requirements

• 3+ years supporting a senior executive in an EA / operations / project coordinator role
• Proven experience owning a project management or task system (any tool; we use StrategyX and will train)
• Extremely organized, detail-obsessed, and comfortable pushing for clarity and closure with senior leaders
• Self-starter who can operate independently once goals and constraints are clear
• Not rattled by shifting priorities in a fast-moving environment
• Strong written and verbal communication skills
• High discretion with sensitive and confidential information
• Comfortable with early mornings and occasional evenings/weekends based on CEO needs
• U.S.-based, able to work primarily in Central Time, with occasional light travel to Houston

Schedule:

• Monday through Friday as the core work week, with flexibility for early mornings and occasional evenings/weekends based on CEO needs

Location:

• Remote (U.S.-based, Central Time preferred)
• Light travel to Houston, TX may be required for key meetings / planning sessions

Compensation:

• $75,000–$90,000 base salary + performance bonus
• The salary range may be inclusive of several levels that would be applicable to the position.  Final salary will be based on a number of factors including, level, relevant prior experience, skills, and expertise.  This range is only inclusive of base salary, not benefits (more details below)

How to Apply

Email hiring@strategicofficesupport.com with the subject line “Executive Operations Assistant – [Your Name]” and include:

1. Your resume (PDF)
2. A 2-4 minute video link answering the questions below

Video guidelines:

• Use Loom, Zoom recordings, your phone, or upload as an unlisted YouTube video.
• Put that link in the body of your email.
• No editing or fancy production needed; one take is fine.

In the video, please answer:

1. Tell us briefly who you are and what kind of work you do best.
2. Describe a specific situation where you helped a CEO or senior leader get their time back. What was broken, what did you do, and what changed?
3. What systems or tools did you use to make that happen?
4. Why does this specific role at Strategic Office Support interest you?

About Strategic Office Support

Strategic Office Support provides outsourced back-office and operational support to DME/HME companies so they can increase revenue and improve patient care. We’re a fast-moving, growing company where the bar for ownership and execution is high.

Benefits:

We offer a comprehensive, evolving benefits package designed to support your health, family, and wellbeing. Some key offerings:

• Paid Time Off and Company-wide Holidays
• Health Insurance options including Medical, Dental, & Vision plans
• HSA and FSA programs
• Employee assistance program and mental health resources
• Educational assistance program
• 401(k) offering with an employer match