Executive Assistant – Operations, Communication Focus
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Job Description
Executive Assistant supporting the CEO in a systems-driven organization. Managing communications and operational processes remotely with a proactive approach and attention to detail.
Responsibilities:
- Manage and organize three inboxes (personal, work, shared investor inbox).
- Implement follow-up systems to prevent missed replies and recurring “email bankruptcy.”
- Draft routine and logistical emails for CEO review, reducing workload while preserving control.
- Proofread and edit all outgoing communications to improve clarity and accuracy.
- Prioritize investor, recruiting, and vendor communications.
- Coordinate weekly and bi-weekly internal meetings (all-hands, leadership, C-suite).
- Prepare and maintain agendas, collect participant notes, and track follow-ups.
- Attend meetings as needed to capture action items and enforce accountability.
- Help implement calendar rules to protect focus time and avoid unnecessary meetings.
- Conduct a daily end-of-day check-in (5:00–5:30 PM) to review upcoming meetings and open loops
- Document, organize, and improve company workflows and Standard Operating Procedures (SOPs) in Notion.
- Support the creation of internal systems for accountability, task tracking, and delegation across Trotta’s operations and team structure.
- Manage delegated tasks and ensure timely follow-up using Linear.
- Close feedback loops and prevent lost action items.
- Support the rollout of structured task and delegation systems across the organization.
- Assist with daily reminders, priorities, and workload balancing.
- Manage operational tasks such as office lunch orders, events, offsites, and travel coordination.
- Assist with personal scheduling, including medical appointments on recurring cycles.
- Handle sensitive information in compliance with HIPAA and related agreements.
- Support monthly outreach to patients with high NPS scores and assist with review collection workflows.
- Research and implement tools for reviews, CRM, and process optimization.
- Communicate daily via Slack with structured updates.
- Track tasks and delegation in Linear.
- Help expand Notion usage for SOPs, documentation, and a lightweight CRM.
Requirements:
- 3+ years of experience supporting senior executives as an EA, Operations Coordinator, or similar role.
- Exceptional written communication skills — must be a stronger writer than the executive.
- Highly responsive, proactive, and detail-oriented.
- Comfortable acting as a “memory system” for a fast-moving CEO.
- Strong organizational instincts and follow-through.
- Able to handle confidential and sensitive information responsibly.
- Tech-comfortable and adaptable to evolving systems and tools.
- Thrives in high-accountability, high-clarity environments.
- Technical Requirements: Reliable high-speed internet and a modern home office setup.
Benefits:
- International experience
- Opportunity to work remotely from anywhere
- Supportive and collaborative team environment
- Learning and development opportunities
- Potential Performance Bonuses
- PTO
- HMO after 3 months
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