Assistant to CEO

Aidkit; United States; Remote; USD 52,000 - 84,000; Part time

Job summary

AidKit is seeking an 'Assistant to the CEO' to enhance organizational efficacy and support crucial initiatives. The role, fully remote and part-time, requires proactive management of the CEO's schedule and thoughtful handling of communications. Candidates with a robust administrative background, excellent organizational aptitude, and experience in startup environments will thrive in this role, contributing to meaningful work that affects society positively. Responsibilities include managing schedules, communications, travel arrangements, and personal support, making this a vital position in our innovative team.

Qualifications

• 5+ years of experience with administrative work (preferably in startups or tech).
• Exceptional organization skills to manage multiple priorities.
• Strong written and verbal communication.

Responsibilities

• Manage and optimize the CEO’s calendar, including business and personal commitments.
• Monitor emails and triage on behalf of the CEO.
• Prepare drafts of communications, reports, and agendas.

Skills

Organization

Communication

Strategic Thinking

Problem Solving

Tools

Google Workspace

Slack

Zoom

Asana

Notion

Job description

About AidKit

AidKit’s cutting-edge technology transforms complex cash assistance programs into streamlined, secure, and dignified experiences. By seamlessly connecting applicants to vital resources, we're making aid radically accessible for diverse populations—including unhoused and unbanked. From simplifying complex benefits modernization projects for state agencies to standing up efficient disaster relief programs, AidKit helps it’s partners deliver aid with dignity.

We were our own first customer—AidKit started as a nonprofit initiative born from the need to support systematically excluded workers during the early days of the COVID-19 pandemic. Today, AidKit provides the technology backbone for some of the nation's most innovative public safety net programs, having distributed hundreds of millions of dollars to people in need.

As we continue to grow rapidly, the opportunity for impact is immense. Apply to join our team if you're seeking meaningful work in an environment that trusts your judgment and values your unique contributions.

About the Role

Our CEO is deeply committed to tackling societal issues at their source, consistently seeking solutions that go beyond the obvious. With a background in nonprofit leadership and a firm belief in technology’s power to deliver aid with dignity, her main focus is on supporting AidKit’s team and enhancing the lives of those we serve.

As an Assistant to the CEO, you’ll play a pivotal role in both professional and personal support. You’ll manage her day-to-day operations, scheduling, and key initiatives while also taking on personal tasks that ensure her time is used as effectively as possible.

This position is fully remote, based in the US. Part-time, 20 hours per week. Hours must include 9:00 AM - 12:00 PM Eastern Time, Monday, Wednesday, Friday. Additional hours are up to the successful candidate.

Key Responsibilities

Calendar & Scheduling

• Manage and optimize the CEO’s work and personal calendar, ensuring seamless scheduling across business and personal commitments.
• Coordinate internal and external meetings, proactively ensuring alignment with priorities.
• Maintain buffer time for deep work and strategic thinking.

Communication & Inbox Management

• Monitor and triage emails, responding on behalf of the CEO when appropriate.
• Ensure high-priority messages get attention while maintaining an open company culture.
• Draft, proofread, and format correspondence, memos, reports, and internal communications.

Support Documentation and Prioritization

• Maintain a rolling action item list and work with the CEO to prioritize and follow up.

Document & Presentation Support

• Prepare initial drafts of slide decks, reports, and memos to support the CEO.
• Create agendas for internal and eternal meetings and send them out in advance. Clean and send out notes after meetings as needed.
• Support agenda and logistic planning, including vendor management, for leadership retreats.

Travel, Expenses, & Financial Administration

• Plan and coordinate business and personal travel, including flights, accommodations, and itineraries.
• Responsible for filing receipts and processing expense reports on behalf of the CEO.
• Support CEO’s spending and ensure timely submission of financial documentation.

Personal Support

• Personal Calendar & Errands
• • Organize personal appointments, healthcare visits, and engagements.
  • Manage personal to-do items to free up the CEO’s focus, to a limited extent.
• Personal Tasks
• • Assist in planning personal events or family travel logistics.
• Ensuring Work-Life Integration
• • Help the CEO balance professional obligations with personal needs by proactively managing deadlines, tasks, and commitments across both areas.

Who You Are

You Have:

• 5+ years of experience with administrative work (preferably in startups or tech).
• Proficiency or ability to quickly learn Google Workspace (Gmail, Calendar, Docs, Sheets, Slides), Slack, Zoom, Asana, Notion, and CRM systems.
• Exceptional organization skills—ability to manage multiple priorities, stakeholders, and deadlines efficiently.
• Strong written and verbal communication—able to draft, edit, and refine messages with professionalism.
• Strategic thinking & problem-solving—you anticipate needs before they arise.
• High level of discretion—you handle confidential and sensitive information with integrity.

Bonus Points If You:

• Have experience in a mission-driven organization, social impact, or nonprofit sector.
• Have experience reviewing, summarizing, and flagging key points in contracts and legal documents, with the ability to confidently assess risks and provide recommendations before sending them to the CEO for approval.

What Success Looks Like in This Role

• The CEO’s schedule runs smoothly, allowing them to focus on strategic priorities without distractions.
• Meetings are well-prepared, with clear agendas, organized materials, and actionable follow-ups.
• Important decisions translate into action, with timely execution and accountability.
• Systems and workflows are continuously refined, improving efficiency and reducing bottlenecks.
• Contracts, finances, and key documents are managed seamlessly, ensuring approvals and compliance without unnecessary delays.

How to Apply

If this sounds like you, please submit:

• A short cover letter explaining why you’d be a great fit for this role.
• Your resume and any relevant experience supporting executives in high-growth environments.