Executive Assistant to CEO of Tech Company

Pocketbook Agency; Philadelphia (Philadelphia County); On-site; USD 75,000 - 115,000; Full time

Job summary

Pocketbook Agency is seeking a highly organized Executive Assistant to support the CEO in an in-office capacity in the Greater Philadelphia area. The successful candidate will manage communications, calendars across time zones, travel logistics, and act as a strategic partner to ensure the CEO’s priorities stay on track.

This role requires 3+ years supporting a founder or senior executive, strong written/verbal communication, and the ability to thrive in a fast-moving environment.

Qualifications

• 3+ years of experience supporting a founder, CEO, or senior executive.
• Experience in a startup, growth-stage company, or small business environment.
• Demonstrated experience managing executive inboxes and calendars, including responding on behalf of an executive and exercising sound judgment.
• Strong written and verbal communication skills, with an executive presence that is clear, concise, polished, and professional.
• Highly organized with a proven personal system for tracking tasks, follow-ups, and commitments.
• Comfortable operating in ambiguity, adapting to changing priorities, and building or improving systems as the business evolves.
• AI-fluent in day-to-day work. Experience with tools such as Claude, Front, Fathom, or similar platforms is strongly preferred.
• Proficiency with Gmail and Google Workspace required.
• Comfortable attending meetings independently, taking notes, and determining when to act versus when to elevate.
• Discreet, dependable, and comfortable supporting the professional and occasional personal-calendar overlap of a busy founder.
• Able and willing to travel, including occasional international travel; valid passport or willingness to obtain one preferred.

Responsibilities

• Manage and triage the CEO’s inbox, including drafting responses, flagging priorities, delegating requests, and maintaining an effective organizational system.
• Own complex calendar management across multiple time zones, including scheduling, rescheduling, meeting preparation, and protecting focus time.
• Coordinate domestic and occasional international travel, including itineraries, logistics, accommodations, and on-the-ground support as needed.
• Attend internal or external meetings on the CEO’s behalf when appropriate; take clear notes, capture commitments, and coordinate follow-up.
• Build and maintain systems for tracking action items, decisions, and commitments across meetings, email, and day-to-day conversations.
• Support the CEO’s professional presence, including drafting LinkedIn content and coordinating conference-related needs in partnership with marketing.
• Maintain discretion while handling confidential information, including company, employee, client, and financial matters.
• Learn the company’s product, clients, and industry through a structured onboarding period in order to make sound judgment calls and represent the CEO effectively.

Skills

Executive support

Calendar management

Inbox management

Written communication

Organizational skills

Ambiguity tolerance

AI fluency

Gmail/Google Workspace

Travel coordination

Independent meeting notes

Tools

Claude

Front

Fathom

Gmail

Google Workspace

Job description

A growing tech company is seeking a highly organized, proactive Executive Assistant to support its CEO. This is a high-trust, in-office role for someone who can bring structure to a fast-moving executive environment, anticipate needs, and confidently manage shifting priorities. The Executive Assistant will be a critical partner to the CEO, ensuring communication, scheduling, follow-through, and travel logistics stay organized and on track.

Responsibilities

• Manage and triage the CEO’s inbox, including drafting responses, flagging priorities, delegating requests, and maintaining an effective organizational system.
• Own complex calendar management across multiple time zones, including scheduling, rescheduling, meeting preparation, and protecting focus time.
• Coordinate domestic and occasional international travel, including itineraries, logistics, accommodations, and on-the-ground support as needed.
• Attend internal or external meetings on the CEO’s behalf when appropriate; take clear notes, capture commitments, and coordinate follow-up.
• Build and maintain systems for tracking action items, decisions, and commitments across meetings, email, and day-to-day conversations.
• Support the CEO’s professional presence, including drafting LinkedIn content and coordinating conference-related needs in partnership with marketing.
• Maintain discretion while handling confidential information, including company, employee, client, and financial matters.
• Learn the company’s product, clients, and industry through a structured onboarding period in order to make sound judgment calls and represent the CEO effectively.

Requirements

• 3+ years of experience supporting a founder, CEO, or senior executive.
• Experience in a startup, growth-stage company, or small business environment.
• Demonstrated experience managing executive inboxes and calendars, including responding on behalf of an executive and exercising sound judgment.
• Strong written and verbal communication skills, with an executive presence that is clear, concise, polished, and professional.
• Highly organized with a proven personal system for tracking tasks, follow-ups, and commitments.
• Comfortable operating in ambiguity, adapting to changing priorities, and building or improving systems as the business evolves.
• AI-fluent in day-to-day work. Experience with tools such as Claude, Front, Fathom, or similar platforms is strongly preferred.
• Proficiency with Gmail and Google Workspace required.
• Comfortable attending meetings independently, taking notes, and determining when to act versus when to elevate.
• Discreet, dependable, and comfortable supporting the professional and occasional personal-calendar overlap of a busy founder.
• Able and willing to travel, including occasional international travel; valid passport or willingness to obtain one preferred.

Location & Compensation

• Location: Fully in office in the Greater Philadelphia area
• Travel: Approximately up to 30%, primarily domestic, with occasional international travel.
• Benefits: Health, vision, and dental insurance; 401(k); PTO

Pocketbook Agency is an equal opportunity recruiting firm and does not discriminate in its recruiting, screening, or placement practices based on race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.