Executive Assistant - CEO

Getwingapp; San Jose (CA); On-site; USD 80,000 - 110,000; Full time

Job summary

Getwingapp is seeking an Executive Assistant to act as a strategic right hand to the CEO. You will manage calendars, coordinate international travel, and drive operational efficiency in a fast-paced environment.

You will analyze data across departments, build reports and dashboards, and identify gaps to streamline processes. The role combines administrative excellence with financial awareness and proactive problem-solving.

Qualifications

• Proven experience as an Executive Assistant, Chief Of Staff, or similar operational role.
• Strong analytical skills with ability to build actionable reports.
• Able to manage complex calendars and travel across time zones.
• Discretion handling confidential financial information.
• Comfortable with data-driven problem solving and BI basics.
• Excellent written and verbal communication in English.

Responsibilities

• Serve as the CEO's primary point of contact and gatekeeper for communications.
• Maintain awareness of priorities, deadlines, and ongoing projects.
• Coordinate complex calendars across multiple time zones and travel schedules.
• Prepare executive reports, dashboards, and briefings from cross‑department data.
• Support financial tracking, budgeting, and reporting with discretion.

Skills

Executive support

Analytical thinking

Proactive problem solving

Chaos tolerance

Financial literacy

Time zone agility

Tech savvy

Tools

Claude

Notion

Slack

Google Workspace

Excel/Sheets

Project management tools

Job description

About the Role

We are looking for a high-leverage Executive Assistant to act as a strategic right hand to our CEO. This is not a typical administrative position. Beyond handling calendar management and travel coordination in a fast-paced, chaotic environment, you will play an active role in driving operational efficiency.

We need a clear-thinking, proactive problem solver who can jump right in without needing hand-holding. You will analyze data, build reports, identify operational gaps, and bring solutions to the table before issues arise.

Key Responsibilities

1. Executive Operations & Gatekeeping

• Act as the primary point of contact and buffer for the CEO, managing internal and external communications with tact and judgment.

• Maintain complete situational awareness of the CEO’s priorities, deadlines, and ongoing projects.

• Manage complex, fluid calendars across multiple time zones, adjusting dynamically to continuous travel schedule changes.

• Handle seamless international travel arrangements, itineraries, and logistics.

2. Data Analysis & Business Intelligence

• Gather data across departments to create clear, actionable executive reports, dashboards, and presentations.

• Continuously audit workflows and metrics to identify gaps, inefficiencies, and areas for process improvement.

• Conduct research and synthesize complex information into quick, digestible briefs for decision-making.

3. Financial & Administrative Support

• Assist with financial tracking, expense management, budget auditing, and financial reporting.

• Monitor key financial indicators and track cross-departmental deliverables to ensure projects remain on budget and on schedule.

• Handle confidential business and financial information with high discretion.

Requirements & Qualifications

• Turnkey Capability: Proven experience as an Executive Assistant, Chief Of Staff, Business Operations Manager, or Strategic Coordinator. You can drop into a fast-moving environment on Day 1 without requiring extensive training.

• High IQ & Analytical Thinking: Exceptional logic and problem-solving ability. You don't just report data; you understand what the numbers mean and recommend action.

• Proactive & Autonomous: You anticipate needs before they are voiced and actively look for ways to lighten the CEO's operational load.

• Chaos Tolerance: High adaptability, mental resilience, and composure in fast-changing, high-pressure environments.

• Financial Literacy: Comfort with numbers, spreadsheets, financial statements, and basic business finance principles.

• Time Zone Agility: Willingness and technical setup to work asynchronously and align with the CEO’s shifting global schedule.

• Tech Savvy: Advanced proficiency in modern workspace tools (e.g., Claude, Notion, Slack, Google Workspace, Excel/Google Sheets, project management platforms).