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About Optimize IS
Optimize IS is a rapidly growing enterprise technology services company specializing in Airtable implementations for companies like Walmart, Autodesk, Disney, and other global organizations. We are an 85-person global team and scaling quickly.
We are hiring a highly capable Executive Assistant to work directly with our CEO, Ben Green, to manage communications, coordinate tasks, and ensure operational execution across the company.
This is a high-trust, high-impact role with significant ownership and long-term growth potential.
Role overview
You will serve as a force multiplier for the CEO by managing inboxes, coordinating projects, tracking follow-ups, and ensuring nothing falls through the cracks. You will help the CEO stay focused on strategic priorities while ensuring operational excellence across the company.
This role requires exceptional organization, judgment, and communication skills. You are not just completing tasks. You are helping operate the executive layer of a fast-growing company.
Core responsibilities
Inbox management (email and Slack)
* Manage and monitor the CEO's email inbox
* Screen and prioritize incoming messages
* Draft responses on behalf of the CEO
* Follow up with clients, partners, and team members
* Ensure important communications are handled promptly
* Help monitor and manage Slack communications
* Surface urgent issues and conversations
* Draft responses and follow-ups in Slack
* Ensure tasks and conversations are properly tracked
Sales and lead coordination
* Monitor inbound leads and sales inbox
* Assign leads to appropriate team members
* Track follow-ups and ensure timely responses
* Help coordinate proposal workflows
* Ensure no opportunities are missed or delayed
Task and project coordination
* Track tasks assigned by the CEO
* Maintain organized task tracking systems
* Follow up with team members on deadlines and deliverables
* Help coordinate execution across multiple projects
* Ensure priorities are properly executed
Executive coordination and operational support
* Track action items from meetings
* Help coordinate internal and external communications
* Assist with operational workflows and coordination
* Support administrative and operational execution as needed
Ideal candidate
* Highly organized and detail-oriented
* Excellent written English and communication skills
* Proactive and reliable
* Able to manage multiple priorities at once
* Comfortable managing email and Slack communications professionally
* Able to work independently with minimal supervision
* Comfortable working in a fast-moving startup environment
* Able to handle sensitive information with discretion
Required experience
* Experience managing email inboxes professionally
* Experience with Slack or similar communication tools
* Experience with task tracking tools such as Airtable, Notion, ClickUp, Asana, or similar
* Strong organizational and coordination skills
Preferred experience
* Executive Assistant experience
* Experience supporting founders or executives
* Startup experience
* Experience with Airtable (not required, but a bonus)
Time commitment
* 30 to 40 hours per week
* Long-term position
Compensation
* Competitive hourly rate based on experience
Why join Optimize IS
* Work directly with the CEO of a fast-growing global company
* High-impact role with real ownership
* Long-term opportunity
* Fast-moving, entrepreneurial environment
* Opportunity to grow with the company
We are looking for someone who is highly reliable, proactive, and excited to play a critical role in supporting a scaling company.
Contract duration of more than 6 months. with 40 hours per week.
Mandatory skills: Executive Support, Administrative Support, Email Communication, Scheduling, Virtual Assistance, Project Management, Communications, Calendar Management, Slack, Business Operations
Sprachkenntnisse
- English
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