Executive Assistant to the CEO

hrknowledgesource; Portland (OR); Remote; USD 85,000 - 120,000; Full time

Benefits offered by this job

Two company-wide breaks each year: two

Paid time off to use throughout the yr

SEP IRA retirement contributions

$500 annual professional development

No medical, dental or vision coverage

Job summary

ThriveAxis is seeking an experienced Executive Assistant to support the CEO, protect time for strategic work, and manage external engagements from first contact to follow-up. You will triage the CEO’s inbox, draft correspondence in the CEO’s voice, and ensure all commitments are captured and closed with high accuracy.

The role requires 5+ years of CEO-level support, proficiency with Google Workspace, Slack, and ClickUp, and comfort working remotely in the Pacific Time Zone with periodic travel

Qualifications

• 5+ years supporting a CEO, founder, or senior executive with full ownership of calendar and inbox
• Experience running logistics for speaking engagements, conferences, travel, and board or committee work
• Track record of accuracy; dates, links, and names must be right the first time
• Sound judgment about what needs the CEO, what to delegate, and what to decline
• Discretion with confidential client, personnel, and business information; comfortable with password managers
• Daily use of AI tools to draft, summarize, and research, with judgment to verify outputs
• Able to work remotely within the Pacific Time Zone and occasionally travel to Vancouver, WA

Responsibilities

• Own the CEO's calendar and protect their time for clients, business development, speaking, and strategy
• Triages the inbox daily and drafts CEO communications
• Coordinate external engagements and travel logistics from initial contact to post-event follow-up
• Deliver meeting briefs and travel itineraries in advance; capture and close commitments
• Maintain ClickUp and provide daily updates; participate in monthly KPI reviews

Skills

Executive support

Calendar management

Inbox triage

Executive writing

Event logistics

Confidential information handling

AI tools usage

Team coordination

Tools

Google Workspace

Slack

ClickUp

LastPass

Job description

About ThriveAxis

(This position is a remote position in the Portland/Vancouver area with periodic travel to the local office)

ThriveAxis® is a leadership development and organizational performance consultancy. We deliver executive coaching, leadership development programs, organizational assessments, team effectiveness work, and culture work. Our clients are transit agencies, healthcare and life sciences organizations, public agencies, and nonprofits. Our work is built on the People-Forward Leadership™ framework created by our founder and CEO, Dr. Carol Parker Walsh. Carol coaches executives, leads client engagements, speaks nationally, hosts the People-Forward Leadership™ Podcast, writes for national business publications, and serves on boards and committees. We are a small team, and every seat carries real ownership.

The Role

This role exists to increase the CEO's capacity to operate as CEO. You protect the CEO's time, attention, and outside commitments so those hours go to clients, business development, speaking, thought leadership, and strategy. Team members request availability through you and schedule only after you confirm. You triage the inbox daily, handle the logistics for every external engagement, and make sure the CEO walks into every meeting prepared and every commitment gets captured and closed. You report directly to the CEO and partner with the Director of Client Operations as a peer.

What You Will Own

Calendar Ownership & Time Protection

Serve as the single point of control for the CEO's time, responding quickly to team availability requests. Design the calendar around priorities, with protected time for sales, delivery, content, and strategy, plus buffers for travel and prep. Prevent conflicts, provide a regular look-ahead, and recommend meetings to decline, delegate, or shorten.

Inbox & Correspondence

Triage the inbox daily and bring the CEO one consolidated decision queue. Respond promptly to inquiries and draft correspondence in the CEO's voice, handling more independently as trust builds.

External Engagements & Commitments

Handle speaking inquiries, event logistics, and travel from first contact through post-event follow-up. Track board, membership, and committee commitments, along with deadlines for submissions, renewals, and nominations.

CEO Readiness & Follow Through

Deliver meeting briefs and travel itineraries well in advance so the CEO is always prepared. Capture commitments after meetings, route them quickly, and close delegated items without the CEO having to check.

Reporting & Accountability

Maintain ClickUp as the source of truth, post daily Slack updates, and take part in monthly KPI and quarterly role reviews with the CEO.

Requirements

• 5+ years supporting a CEO, founder, or senior executive, with full ownership of calendar and inbox
• Proven ability to write in an executive's voice. Your work goes out under the CEO's name without anyone else proofreading it
• Experience running logistics for speaking engagements, conferences, travel, and board or committee work
• A track record of accuracy. Dates, links, and names are right the first time
• Sound judgment about what needs the CEO, what to delegate, and what to decline
• Discretion with confidential client, personnel, and business information; comfortable with using password manager applications such as LastPass
• Proficiency with Google Workspace, Slack, and a project management platform such as ClickUp
• Daily use of AI tools to draft, summarize, and research, plus the judgment to check what they produce
• Able to work remotely within the Pacific Time Zone and commute periodically to in-person team meetings in Vancouver, WA
• Nice to have Experience supporting an executive who is also a public figure (speaker, author, podcast host, or media contributor)
• Background in consulting, coaching, or professional services
• Experience on a small team where you built the systems yourself
• Familiarity with the public sector, transit, healthcare, or nonprofits

Benefits

• Two company-wide breaks each year: The firm closes for two weeks in July and two weeks in December, in addition to paid holidays.
• Paid time off to use throughout the year
• Retirement contributions through a SEP IRA
• $500 annual professional development stipend for education, training, or certifications
• Do not offer medical, dental or vision coverage