Role Overview – The Maddex is hiring an Executive Assistant for a full-time remote role supporting the CEO directly. This is not a basic admin role – you will act as the CEO's gatekeeper, organizer, and execution partner, ensuring priorities are managed and nothing falls through the cracks. The position offers flexible US business hours and requires a highly organized, proactive professional who can manage day-to-day executive operations independently.

Executive Calendar and Schedule Management – You will manage the CEO's calendar, meetings, and scheduling across multiple time zones by coordinating appointments, organizing schedules strategically, preventing scheduling conflicts, blocking focus time for high-priority work, managing time zone conversions, rescheduling when needed, optimizing calendar for CEO productivity, and maintaining a clean, intentional, and protected CEO calendar.

Email and Communication Screening – You will screen, prioritize, and respond to emails and messages on behalf of the CEO by managing executive inbox, filtering communications by priority and urgency, drafting responses to routine inquiries, flagging important messages requiring CEO attention, handling correspondence professionally, reducing CEO email burden, and ensuring critical communications receive timely attention.

Meeting Preparation and Management – You will prepare meeting agendas, notes, and follow-ups by coordinating pre-meeting materials, creating structured agendas aligned with meeting objectives, taking detailed meeting notes and action items, distributing meeting summaries, tracking decisions made, coordinating follow-up actions, ensuring well-prepared meetings with clear follow-ups, and supporting productive meeting outcomes.

Travel Arrangements and Logistics – You will handle travel arrangements, reminders, and deadlines by booking flights, hotels, and ground transportation, creating detailed travel itineraries, coordinating across time zones, managing travel changes, setting up travel reminders, ensuring CEO has all necessary information and documents, and facilitating smooth business travel experiences.

CEO-Level Task Tracking – You will track CEO-level tasks, commitments, and follow-ups by maintaining comprehensive task lists, monitoring deadlines and deliverables, tracking commitments made by CEO to stakeholders, setting reminders for important dates, prioritizing tasks based on impact and urgency, coordinating task completion, and ensuring no missed deadlines or dropped tasks.

Meeting Action Item Execution – You will ensure action items from meetings are executed by documenting all action items with owners and deadlines, following up with responsible parties, tracking completion status, escalating delays, coordinating cross-functional execution, closing completed items, and driving accountability for meeting outcomes.

Proactive Follow-Up – You will proactively follow up with internal teams and external partners by monitoring pending matters, sending timely reminders, coordinating responses and deliverables, tracking outstanding items, preventing things from falling through cracks, maintaining momentum on initiatives, and demonstrating initiative in keeping projects and relationships moving forward.

Priority Management and CEO Focus – You will keep the CEO focused on high-impact work by protecting time for strategic priorities, minimizing distractions and low-value activities, handling administrative tasks independently, filtering requests and issues appropriately, ensuring CEO attention goes to highest-value activities, enabling focus on strategy and growth instead of admin.

Internal Communication Liaison – You will act as the primary point of contact between the CEO and internal teams by facilitating communication flow, relaying CEO directives and decisions, coordinating team inputs for CEO review, managing internal requests and questions, representing CEO professionally, maintaining clear communication channels, and serving as trusted liaison.

How to Apply:

Share your resume to: hr@themaddex.com. Subject Line: Executive Assistant Application - [Your Name]. In your email, mention your total experience as Executive Assistant, Virtual Assistant, or similar role (2+ years required), highlight your experience supporting executives, CEOs, or founders if applicable (nice to have), demonstrate your strong written communication skills through well-crafted application, describe your organizational abilities and approach to managing executive calendars and priorities, detail your tech proficiency with Google Workspace, Slack, Zoom, Notion, Monday, or similar tools.

About us:

The Maddex is seeking a highly organized, proactive Executive Assistant who can serve as true partner to our CEO – not just handling admin tasks, but actively protecting priorities, driving execution, and enabling strategic focus. This remote role offers the opportunity to work directly with leadership, make significant impact on organizational effectiveness, and grow professionally while supporting a CEO in a flexible, results-driven environment.