Executive Assistant to CEO

Some people find real satisfaction in helping others do their best work.

They enjoy planning ahead. They naturally stay organized. They remember the details others forget. They like bringing order to complexity. They see planning as an act of service because they know thoughtful preparation allows other people to do their very best work.

If that sounds like you, keep reading…

Over the years, I've learned that my calendar is much more than a schedule. It's a reflection of my priorities, my energy, and ultimately the impact I can have serving our team, our customers, and the future of Vortex.

Leading a growing company brings an endless stream of opportunities, conversations, projects, decisions, and commitments. Some are best handled by me. Many create more value when they're anticipated, organized, and thoughtfully managed by someone who understands how I work and takes genuine ownership of helping me perform at my best.

That's the opportunity this role offers.

The foundation of this role is mastering the fundamentals. You'll organize schedules, coordinate travel, prepare meetings, capture notes, manage follow-up, and bring order to the many details that come with leading a growing company.

As trust grows, your role will grow with it.

With that trust comes greater responsibility. You'll begin making recommendations about how my time is invested. You'll help create margin for strategic thinking, writing, and relationship building. You'll recognize what deserves my attention, what should be delegated, and where a small adjustment today prevents a much bigger problem tomorrow.

You'll learn how I work best. You'll notice how I prepare for meetings, how I like information organized, what gives me energy, and what tends to drain it. Over time, you'll begin recognizing patterns that help you make better decisions before anyone asks. You'll know which meetings deserve extra preparation, when my schedule needs more margin, when to protect thinking time, and when to simply walk in with a cup of coffee and the itinerary for the week.

One day, you'll hear me say, "I was just thinking about..."

And you'll be able to answer, "It's already taken care of."

When that happens, you'll create capacity that allows our leadership team to move faster, our employees to be better supported, our customers to be better served, and Vortex to continue creating rare experiences that people remember long after the interaction is over.

What You'll Do

• Design the CEO's Time: Manage and optimize calendar; coordinate travel; build annual/quarterly/monthly/weekly rhythms; protect strategic thinking time; recommend improvements. Act as a gatekeeper to protect the CEO’s time and attention by redirecting non-essential requests without needing constant input.
• Prepare the CEO to Lead: Prepare agendas/materials; capture notes; track follow-up; organize information; prepare the CEO for key conversations.
• Create Order: Organize projects, priorities, files and office systems; maintain executive office; manage confidential information; improve systems and workflows.
• Build Relationships: Build trusted relationships; coordinate employee, board, customer and guest interactions; act as an extension of leadership while representing the CEO; help create rare experiences.
• Drive Continuous Improvement: Recognize patterns; improve planning and communication; leverage AI and technology; lead strategic projects.

You Might Be a Great Fit If…

• You naturally organize your own life and enjoy helping other people stay organized.
• People describe you as someone who "just gets it."
• You notice patterns, anticipate needs, and often solve problems before anyone asks.
• You communicate with context before details.
• You enjoy learning technology and AI.
• You're warm, humble, confident, discreet, proactive, and love helping others succeed.