Remote · Full-time · US business hours
The job in one paragraph
You support a CEO who runs a fast-growing healthcare services company. Her calendar is full end to end: back-to-back meetings, decisions that depend on her, no margin left to remember what she asked for last Monday. Your job is not to take notes. Your job is to make sure the things she asked for actually happen — without her having to ask about them.
What most weeks actually look like
You sit in her recurring leadership meetings. Afterwards you send her five clean lines: what was discussed, who owes what, what needs chasing. Then you hold those threads — you write to the person who's stuck, you get the answer she needs, you notice that something everyone agreed on has no owner yet.
Some weeks your entire output is one short email and four short messages chasing people. If that sounds thin, this is not the role. Getting five lines right, out of an hour of eleven people talking, is the hardest part of this job and the reason it exists.
What you'd own
- Sit in recurring meetings and come out with the decisions, the owners and the open items — accurately, including names, dates and versions
- Turn long, messy, multi-topic conversations into short, clear, actionable summaries
- Follow up until things are genuinely resolved, not until they've been assigned
- Chase people who owe something, including people more senior than you, without creating friction
- Bring problems with context and a recommendation attached, not raw
- Protect her calendar and help her prioritise when too many things compete at once
The role will grow into vendor agreements, special projects and cross-functional coordination. Those are where it goes, not where it starts.
What we're actually screening for
Listening and synthesis. You can follow a conversation where three people talk over each other and come out knowing what was decided — and what only sounded like a decision.
Radical brevity. Short, plain, no padding. Fifteen correct lines is worse work than seven well chosen ones.
Follow-through you own. Nobody reminds you. The thread is yours until it closes.
Independence. When you need an answer, you go get it. You don't route it back to her.
Professional assertiveness. You can tell someone senior that something is overdue, and they don't mind hearing it from you. Firm, not pushy.
Advanced English. You'll be in live meetings with several participants, different accents, people speaking at the same time. This is not a written-English-only role.
Judgment about what matters. Knowing what to escalate, what to investigate first, and what to leave alone because someone already owns it.
We care about demonstrated capability, not years. If you've done this work under a different title, or in a smaller setting, apply.
Nice to have, genuinely optional
- Having worked directly with a founder, owner or CEO
- A small or mid-sized, owner-led, fast-moving environment
- Vendor management or contract coordination
- Comfort using AI tools to help you organise, research or draft — as a tool, not as the source of what you hand in
How to apply
Then send your CV.
Shortlisted candidates complete a work sample: a real meeting transcript and three moments of the same week. It takes about 50 minutes and you don't need to prepare for it.