Executive Assistant (C-Suite [COO & CEO])
Overview
Ten2 Media is seeking an elite Executive Assistant to operate in the office of the COO and CEO. This is not a “calendar and meeting” role only — it’s a high-velocity, high-impact position for an extremely intelligent, operationally minded individual who can think like an operator, a strategist, and with discretion. You must anticipate needs, run cross-functional projects, synthesize complex information into crisp decision materials, and deliver flawless execution under pressure. We move quickly — our Executive Assistant must be faster, calmer, and more reliable.
Why this role matters
This role will report directly to the COO and CEO and work alongside the Chief of Staff, direct the operational rhythm and details to enable higher performance from the officers of the company.
Core responsibilities & day-to-day
Strategic & Operational Support
- Act as the primary gatekeeper and strategic partner to the COO and CEO: prioritize commitments, make judgment calls, and protect focus time.
- Own the weekly executive rhythm: produce a 1-page executive briefing each Monday (metrics, top priorities, key asks), prepare meeting agendas and pre-reads, and ensure follow-through on decisions.
- Manage and optimize executives’ calendars so they spend ≥70% of time on strategic priorities (stakeholder meetings, revenue-generating activity, leadership tasks).
- Identify process improvements and run projects end-to-end (define scope, stakeholders, timelines, deliverables, status reporting).
Communications & Stakeholder Management
- Triage and manage the executives’ email & Slack in box: urgent response within 2 hours, routine within 24 hours; draft polished responses and own follow-up.
- Draft high-quality written materials — executive emails, briefings, board materials, talking points, and short decks — with impeccable grammar, structure, and voice.
- Represent the executives with senior internal and external stakeholders; handle sensitive and confidential communications with discretion.
Meeting & Program Management
- Design meeting agendas with clear objectives and outcomes; prepare pre-reads and required materials.
- Attend select meetings, capture decisions and action items, assign owners, and drive completion. Maintain an action-item tracker with zero items overdue by >48 hours.
- Coordinate cross-functional workstreams and ensure on-time delivery of key initiatives.
Administrative
- Manage vendor relationships and facilitate simple biz dev contracts (NDAs, agreements, vendors).
- Maintain and continuously improve executive filing and knowledge systems (Notion/Google Drive/Docs/Sheets).
- Manage calendar volume alongside the current Chief of Staff.
DELIVERABLES & PERFORMANCE METRICS:
We measure outcomes, not face time. Expected deliverables and KPIs include:
- Weekly Executive Briefing — one crisp 1-page brief by 8:00 AM each Monday (status, risks, asks).
- Calendar Optimization — executives spend ≥70% of working hours on strategic priorities within first 90 days.
- Inbox & Slack SLAs — urgent responses ≤ 1 hour; routine ≤ 4 hours.
- Action Item Velocity — 95% of action items assigned closed on or before agreed dates; no items > 24 hours overdue.
- Meeting Prep & Deliverables — Pre-read docs ≥ 24 hours before strategic meetings; post-meeting notes within 24 hours.
Who you are (the ideal profile):
- Elite intelligence & judgment. You can quickly synthesize ambiguity, make sound decisions, and escalate appropriately.
- Ultra-high executional excellence. You sweat the details, operate with a bias for action, and follow up until done.
- Business literacy. Comfortable with P&L concepts, budgets, growth metrics, and translating data into recommendations.
- Excellent written & verbal communicator. You write with clarity and persuasion and present confidently to senior leaders and external partners.
- Polished interpersonal presence. You are calm under pressure, discreet, and able to represent executives with gravitas.
- Project manager. You plan, track, and deliver cross-functional programs. Familiarity with Asana, Monday, Notion, or equivalent.
- Tech fluency. Advanced Google Workspace (Docs/Sheets/Slides), Slack, Zoom, calendar management tools, expense systems (Concur/Expensify preferred).
- Proactive & anticipatory. You anticipate needs, prepare contingencies, and keep multiple balls in the air.
QUALIFICATIONS:
Required
- 3+ years supporting CEO/COO or comparable executives at a fast-paced media, agency, venture or technology environment. Experience supporting more than one executive concurrently is a strong plus.
- Bachelor’s degree.
- Exceptional writing and editing skills; portfolio or examples of executive communications preferred.
- Strong references from senior leaders you have supported.
Preferred
- Experience at a top talent/agency firm (eg. CAA, WME, Creative agency) or high-growth startup/scale-up.
- Project management certification or formal training.
- Familiarity with basic accounting and contract review.
Culture fit & values
You are mission-driven, collaborative, curious, and committed to operational excellence. You thrive in a small, entrepreneurial team where impact is immediate and visible. Ten2 Media values humility, creativity, and a relentless focus on client and company outcomes.
Application & selection process
We have high standards and a rigorous process designed to surface elite candidates. Application materials should include:
- Resume (2 pages max).
- A short cover letter (max 300 words) describing why you are uniquely qualified.
- A one-page executive briefing sample: choose any complex topic and produce a 1-page memo (metrics, top 3 priorities, recommended asks).
- Two executive references (names + contact info).
Selection steps
- Resume + brief review.
- 45–60 minute behavioral interview
- Writing/skills assignment (1–2 hour take-home case).
- Final interviews, including a scenario-based panel and reference checks.
Final note
This is a role for someone who is not satisfied with mediocrity. If you are extraordinarily organized, intellectually curious, and want to work at a company where your work amplifies two of the company’s most important leaders — this role will reward that rigor with visibility, responsibility, and the opportunity to shape Ten2 Media’s future.