Executive & Personal Assistant to the CEO
Location: Lebanon – Remote
Schedule: Flexible, with significant overlap with U.S. Central Time
Reports to: CEO
About the Role
We are looking for a highly proactive, resourceful, and outgoing Executive & Personal Assistant to work directly with the CEO.
This is not a traditional administrative assistant position. The role will touch almost every part of the CEO's professional and personal day-to-day life. One day you may be coordinating meetings and following up on a business project; the next you may be booking an international trip, making a dinner reservation, researching an important purchase, or coordinating with a contractor about a repair at the CEO's home.
You will also occasionally support the COO on select projects and initiatives that are considered high priority by the CEO. The CEO will remain your primary responsibility, but you should be comfortable jumping into important projects across the organization when additional support is needed.
The right person will become someone the CEO can rely on to get things done without needing constant direction.
We are looking for someone who thinks ahead, notices what needs to happen next, and takes ownership of getting it done.
What You'll Do
Your responsibilities will vary significantly from day to day and may include:
Manage calendars, appointments, meetings, reminders, and scheduling
Coordinate domestic and international travel, including flights, hotels, transportation, and itineraries
Make restaurant reservations and coordinate personal and business events
Handle administrative work related to the CEO's businesses and professional responsibilities
Communicate with employees, vendors, contractors, service providers, repair companies, and other third parties on the CEO's behalf
Coordinate household-related matters such as repairs, maintenance, appointments, and service providers
Research products, services, companies, destinations, restaurants, or other topics and provide clear recommendations
Follow up relentlessly on outstanding tasks until they are completed
Organize information, documents, appointments, and priorities
Help evaluate options and serve as a sounding board when the CEO wants another perspective on a decision
Anticipate upcoming needs and take action before being asked
Occasionally assist the COO with high-priority projects, research, coordination, follow-ups, and special initiatives at the direction of the CEO
Work across different areas of the business when an important project requires additional support
Handle miscellaneous requests and unexpected situations as they arise
There will be tasks that don't fit neatly into a job description. Being comfortable figuring things out is a major part of the job.
What We're Looking For
Extremely proactive. You don't wait for someone to tell you every next step. If you see something that needs to happen, you take initiative.
Resourceful. When you don't know how to do something, your first instinct is to figure it out rather than immediately ask for instructions.
Outgoing and confident. You should be comfortable calling people, negotiating, asking questions, following up, and getting answers.
Organized. You'll be managing many unrelated tasks simultaneously and need a reliable system to make sure nothing gets forgotten.
A strong communicator. You should be able to communicate clearly and professionally with everyone from executives and employees to restaurants, airlines, contractors, and repair technicians.
Comfortable giving your opinion. This isn't a role where you're expected to simply agree with everything. The CEO may ask what you think about a situation or decision, and you should be comfortable giving a thoughtful and candid perspective.
Discreet and trustworthy. You will have visibility into confidential business and personal information. Judgment and confidentiality are essential.
Persistent. If someone doesn't respond, you follow up. If something gets canceled, you find another solution. If there is a problem, you work toward resolving it rather than simply reporting that there is a problem.
Comfortable with ambiguity. Priorities can change quickly. You should be able to switch between business projects, personal matters, and unexpected requests without becoming overwhelmed.
Requirements
Based in Lebanon
Excellent spoken and written English
Strong understanding of American culture, communication styles, businesses, and customer service expectations
Comfortable communicating with people and businesses in the United States
Comfortable making phone calls and handling conversations independently
Strong research and problem-solving abilities
Excellent organization and follow-through
Comfortable using modern productivity tools and learning new software quickly
Reliable internet connection and ability to work remotely
Ability to maintain strict confidentiality
Previous experience supporting an executive, founder, business owner, or senior leader is strongly preferred
Experience working with U.S.-based companies or executives is a major plus
Working Hours & Flexibility
This role is based in Lebanon but supports a CEO based in the United States, so working late hours in Lebanon will be a normal part of the position.
There is no traditional 9-to-5 schedule. You will generally have flexibility to organize your own time and work from wherever you are.
What matters most is that tasks are completed on time, deadlines are never forgotten, you are responsive when something important comes up, you are available during agreed-upon U.S. working hours when needed, and the CEO doesn't need to repeatedly follow up with you.
This role requires a high degree of flexibility. Business and personal matters do not always happen during traditional working hours, so there will be situations requiring evening, weekend, or holiday availability.
At the same time, because the position is remote and results-driven, you will have considerable freedom in how and where you manage your work.
What Success Looks Like
The best way to describe success in this role is simple:
You make the CEO's life easier.
Over time, you should understand the CEO's priorities and preferences well enough that you can anticipate requests before they are made.
Instead of:
"What should I do?"
Your mindset should be:
"I saw this coming, looked into the options, and here's what I recommend."
The goal is for the CEO to be able to hand something to you and know that it will be handled — without needing to constantly check on its progress.
If you enjoy solving problems, organizing chaos, talking to people, figuring things out, and being the person others can depend on to make things happen, you will do well in this role.
