Senior Executive Assistant to the CEO

About Our Client

Our client is a global leader in data-first Contract Lifecycle Management (CLM) software, enabling organizations to manage contracts end-to-end through a flexible, no-code agreement platform. By combining contract data, pragmatic AI, and strong integrations, it helps businesses collaborate faster, gain contract visibility, and achieve competitive advantage. Recognized by top analysts, the platform boasts high customer satisfaction and renewal rates. The organization fosters an inclusive, people-first culture centered on employee experience, work-life balance, and well-being, believing that great employee experience drives exceptional customer experience.

About The Role

Our client is seeking a highly skilled, warm, and relationship-oriented Senior Executive Assistant to support the CEO and, secondarily, the Executive Leadership Team (ELT). This individual will serve as the operational backbone behind the CEO’s work — enabling him to focus on strategic priorities by owning and optimizing all administrative, scheduling, communication, and travel workflows.

The ideal candidate combines exceptional judgment with empathy, polish, problem-solving ability, and speed. This individual should thrive in a fast-moving, fully remote environment and enjoy building strong working relationships.

This is not a basic administrative role — it is a high-trust, proactive partnership with significant influence over the CEO’s time, focus, and operational rhythm.

Key Responsibilities

Executive Support for the CEO

• Own and manage a complex, integrated Outlook calendar including work and personal events
• Proactively shape the CEO’s schedule to align with strategic priorities, including blocking focus time and managing weekly priorities
• Maintain and plan a yearly strategic calendar (customer visits, conferences, Board meetings, ELT offsites, major leadership & steerco cadences)
• Coordinate daily 10-minute standups and weekly planning sessions
• Monitor the CEO’s email and Slack channels for priority items, flagging and triaging as needed
• Draft light communications and prepare supporting materials when appropriate
• Ensure rapid attention to board-related communications
• Act as an enabler — increasing CEO accessibility while protecting his time based on strategic objectives

Travel & Logistics

• Manage end-to-end travel for the CEO (research, booking, itineraries, reminders, check-ins, expense reports)
• Coordinate personal and family-related scheduling items that intersect with professional commitments
• Support travel booking and logistics for select ELT members

ELT & Operational Support

• Provide scheduling support and meeting coordination for ELT cadence and quarterly in-person meetings
• Plan and attend in-person ELT meetings as needed for onsite coordination
• Assist in coordinating PowerPoint decks and materials for major updates, including Board meetings, QBRs, VCP SteerCos, and other executive reviews
• Serve as the organizer who ensures materials are timely, consistent, and high-quality

Confidentiality & Judgment

• Handle sensitive communications and information involving People Ops, investors, board members, and legal matters
• Make decisions autonomously within established priorities, shifting from “ask first” to “inform afterward” as trust grows
• Maintain a calm, polished presence and an absolute commitment to professionalism
• Other duties as assigned

What Success Looks Like (90 Days)

• 90% of the CEO’s administrative work is fully off his plate
• His calendar operates smoothly and strategically without his intervention
• Travel is seamless and predictable
• ELT meetings and executive off-sites are fully coordinated
• Board/ELT materials are supported with reliable structure and consistency
• The CEO has notably increased time for strategic thinking and external priorities
• A strong, trusting working relationship is well established

About You

• 7+ years as an Executive Assistant supporting a CEO or C-suite executive
• Highly organized, proactive, and emotionally intelligent
• Relationship-oriented, and polished in communication and presentation
• Excellent problem-solver with strong prioritization instincts
• Comfortable operating in a fully remote environment
• Tech-savvy: proficient in Outlook, Slack, PowerPoint, Zoom, Asana, and ChatGPT
• Very capable with PowerPoint and with an eye for professional slide design
• Able to handle sensitive information with discretion and maturity
• Thrives in a role that blends autonomy, operational rigor, and high-trust partnership
• Occasional in-person attendance for ELT meetings and executive off-sites

Note:

“We are not the EOR (Employer of Record) for this position. Our role in this specific opportunity is to connect outstanding candidates with a top-tier employer. Swooped helps candidates around the world to discover and stay focused on the jobs they want until they can complete a full application in the hiring company career page/ATS.”