Executive Assistant to the CEO

Smartcat; United States; On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Fully remote team

AI Native Organization

Innovative workplace culture

Diversity and inclusion focus

Job summary

A pioneering tech company in the US is seeking an Executive Assistant to manage the CEO's calendar, inbox, and travel arrangements while ensuring operational excellence. The ideal candidate will demonstrate strong organizational skills and fluency in English, with the ability to work in a dynamic startup environment. The company promotes a fully remote culture and values diversity, aiming to reshape the multilingual content industry with innovative AI solutions. Join this growing firm and be part of an exciting journey!

Qualifications

• Ability to critically assess options and make responsible choices.
• Detail-oriented and capable of handling sensitive information.
• Comfortable with ambiguity and self-managing in a fast-paced environment.

Responsibilities

• Manage the CEO’s calendar, inbox, and travel arrangements.
• Prepare briefing notes, context for key meetings, and email responses.
• Support personal administrative tasks and contribute to special projects.

Skills

Fluency in English

Organizational skills

Time management

Multitasking

Strong analytical skills

Strong communication skills

Education

1+ years prior experience in a similar role

Tools

G-suite tools

Greenhouse

Slack

Notion

Miro

Job description

About Smartcat Smartcat is building the future of work, where human expertise meets digital teammates to drive 10x to 1000x productivity gains for the world’s leading enterprises. We’re on the frontier of an entirely new category: Agentic AI. We enable enterprises to build high-performing hybrid workforces made up of both humans and AI agents. These AI agents aren’t generic copilots. They’re fully trained digital teammates that learn from your best people, your content, and your business strategy—ready to get to work from day one. Our platform combines generative AI, human-in-the-loop workflows, and a living Enterprise Skill Graph that continuously learns and improves. Whether you're launching a product globally, onboarding new hires, translating learning content, or aligning legal teams across regions, Smartcat turns knowledge into action and action into scale. Over 1,000 companies, including 20% of the Fortune 500, rely on Smartcat to bring their business to the world—instantly, accurately, and in every language. As a Series C company with 130% year-over-year growth, we’re scaling fast and investing in people who want to shape the future of work with us. Join us in unlocking global potential, one human and agent team at a time.

Mission In this role, you’ll shield the CEO’s time, anticipate needs, and ensure operational excellence behind the scenes. This role demands extreme ownership, discretion, and the ability to operate independently at the highest level of trust.

Responsibilities

• Own and independently manage the CEO’s calendar, inbox and travel arrangements
• Prioritize, triage, and draft email responses; flag key messages and forward to relevant internal stakeholders
• Coordinate hiring processes for leadership roles handled by the CEO
• Prepare briefing notes, background summaries, and context for key meetings
• Upon request: search, analyze, and extract actionable information regarding technology and language market dynamics and changes, competitor landscape, etc.
• Manage and contribute to special projects as needed
• Support personal administrative tasks and errands as needed

How you’ll ramp

1. By Day 30: Build a deep understanding of the CEO’s goals, decision-making style, time preferences, and top priorities; shadow existing processes for executive support and related projects; immerse yourself in internal tools (G-suite) and systems (Slack, Notion, Miro, etc.); take over email triage, meeting preparation, and daily briefings with increasing autonomy; establish a rhythm for daily check-ins and weekly syncs with the CEO
2. Day 60: Audit and streamline the CEO’s calendar, identifying low-leverage meetings, time blocks for focus, and better prep flows; take over CEO meeting prep end-to-end (agendas, briefs, decks, notes, and follow-ups), with consistent quality; own travel, speaking engagement logistics, and external relationship scheduling without oversight; build trusted relationships with other senior leaders to help the CEO stay aligned cross-functionally
3. Day 90: Be seen by the CEO as indispensable—anticipating needs, enabling faster decisions, and freeing up leadership capacity; drive 1–2 high-impact projects for the CEO (e.g., vendor evaluation, relocation)

Requirements

• Fluency in English, both spoken and written
• 1+ years prior experience in a similar (administrative) role
• Outstanding organizational, time management and multitasking skills, strong attention to detail
• Proficient in G-suite tools: Google Calendar, Google Sheets, Gmail, etc.
• Strong analytical skills: ability to critically assess options and make responsible choices
• Strong communication skills: ability to interact with various stakeholders and adjust the tone accordingly
• High discretion, loyalty, and proactive attitude
• Someone passionate about the company’s mission and eager to contribute
• Comfortable with ambiguity and self-managing in a highly intense startup environment
• Experience with Greenhouse, Slack, Notion, Miro is a plus
• Ability to work in EST timezone

Why joining Smartcat might be your best move so far

• Fully remote team We are a global team of 200+ enthusiastic people spread across 30+ countries. We have been fully remote since 2020, with some locations populated with more Smartcaters than others, such as Boston, Belgrade, Lisbon, Tbilisi and Yerevan.
• Be part of an AI Native Organization We are highly innovative, using AI across all areas of the organization to accelerate decision-making and free people to focus on strategy and high-impact work. We embrace new ideas and encourage all Smartcaters, regardless of level or department, to manage their own AI Agents. At Smartcat you’ll shape how AI transforms the workplace and play an integral role in ensuring Smartcat remains a leader in AI innovation.
• Innovating a $100 Billion industry Smartcat is reshaping the $100B multilingual content industry with an AI-powered platform that makes it easy for companies to create, translate, and localize global content at scale. Our platform enables enterprise teams to move away from slow, traditional outsourcing methods, and achieve fast, high-quality results, at a fraction of the cost.
• Join the rocketship to scale-up 10x and beyond together We are looking for someone to become an integral part of our team and play a crucial role in the most exciting part of our journey: transitioning from a post-Series C startup to a company exceeding $100M in ARR and $1B in valuation. Our journey isn’t for the faint of heart. We are growing at 130% YoY, thanks to our strong product-market fit and high-performing team, and plan to accelerate from here.
• Smartcat Culture: Where Diversity Meets High Performance At Smartcat, we are committed to building a culture that highlights respect and appreciation for each individual's unique background and perspective, while maintaining a strong focus on results and engagement. We believe in welcoming everyone and fostering an inclusive environment where team members can be their authentic selves at work. Our commitment to inclusion is steadfast, and we stand firmly against discrimination and harassment.