Executive Assistant to the CEO
Offer summary
Qualifications:
Fluency in English, both spoken and written; Russian is a strong plus., 1+ years prior experience in a similar administrative role., Outstanding organizational, time management, and multitasking skills with strong attention to detail., Proficient in G-suite tools and strong analytical skills..Key responsabilities:
- Manage the CEO’s calendar, inbox, and travel arrangements independently.
- Prepare briefing notes and context for key meetings, and coordinate hiring processes for leadership roles.
- Conduct research and analyze information regarding market dynamics and competitor landscape.
- Support personal administrative tasks and manage special projects as needed.
Job description
About Smartcat
Smartcat is on a mission to become the wall-to-wall Language AI platform, addressing the diverse needs in multilingual content for various user personas within global enterprises.
Smartcat is uniquely positioned within the $100+ billion multilingual content industry, which is currently served by tens of thousands of agencies. This results in a highly fragmented and inefficient supply chain, high costs, unacceptable turnaround times, and quality issues. Using highly qualified internal resources to translate or create multilingual content (insourcing) solves the quality problem for enterprises, but if done manually, it can't solve for scalability, high cost, and slow turnaround.
Smartcat changes the ROI equation in favor of insourcing with its Language AI platform for enterprise end-users. It delivers high-quality, instantaneous AI translations or generates new content in any language by tapping into a customer-specific multilingual content library. The AI output is further refined through human editing by the client's internal reviewers or experts from the Smartcat's embedded global marketplace of linguists and content editors. This AI output continuously improves through the editing feedback loop, ensuring consistent and customer-tailored results.
More than 1,000 global companies including ~20% of the Fortune 1,000 trust Smartcat to communicate their innovations and ideas all over the world.
As a dynamic Series C company, Smartcat is growing at 130% YoY, thanks to the high and quick ROI it delivers to global enterprises. It's well-funded by notable VCs, and is capital efficient, offering a unique blend of hyper-growth potential with downside protection and the capacity for long-term planning and strategy.
Mission
In this role, you’ll shield the CEO’s time, anticipate needs, and ensure operational excellence behind the scenes. This role demands extreme ownership, discretion, and the ability to operate independently at the highest level of trust
Key responsibilities/Outcomes:
- Own and independently manage the CEO’s calendar, inbox and travel arrangements
- Prioritize, triage, and draft email responses; flag key messages and forward to relevant internal stakeholders
- Coordinate hiring processes for leadership roles handled by the CEO
- Prepare briefing notes, background summaries, and context for key meetings
- Upon request: search, analyze, and extract actionable information regarding technology and language market dynamics and changes, competitor landscape, etc.
- Manage and contribute to special projects as needed
- Support personal administrative tasks and errands as needed
HOW YOU’LL RAMP:
By Day 30
- Build a deep understanding of the CEO’s goals, decision-making style, time preferences, and top priorities
- Shadow existing processes for executive support and related projects
- Immerse yourself in internal tools (G-suite) and systems (Slack, Notion, Miro, etc.)
- Take over email triage, meeting preparation, and daily briefings with increasing autonomy
- Establish a rhythm for daily check-ins and weekly syncs with the CEO
Day 60
- Audit and streamline the CEO’s calendar, identifying low-leverage meetings, time blocks for focus, and better prep flows
- Take over CEO meeting prep end-to-end (agendas, briefs, decks, notes, and follow-ups), with consistent quality
- Own travel, speaking engagement logistics, and external relationship scheduling without oversight
- Build trusted relationships with other senior leaders to help the CEO stay aligned cross-functionally
Day 90
- Be seen by the CEO as indispensable—anticipating needs, enabling faster decisions, and freeing up leadership capacity
- Drive 1–2 high-impact projects for the CEO (e.g., vendor evaluation, relocation)
Requirements:
- Fluency in English, both spoken and written; Russian is a strong plus
- 1+ years prior experience in a similar (administrative) role
- Outstanding organizational, time management and multitasking skills, strong attention to detail
- Proficient in G-suite tools: Google Calendar, Google Sheets, Gmail, etc.
- Strong analytical skills: ability to critically assess options and make responsible choices.
- Strong communication skills: ability to interact with various stakeholders and adjust the tone accordingly
- High discretion, loyalty, and proactive attitude
- Someone passionate about the company’s mission and eager to contribute
- Comfortable with ambiguity and self-managing in a highly intense startup environment
- Experience with Greenhouse, Slack, Notion, Miro is a plus
- Ability to work in EST timezone
Why joining Smartcat might be your best move so far
- Fully remote team
We are a global team of 200+ enthusiastic people spread across 30+ countries. We have been fully remote since 2020, with some locations populated with more Smartcaters than others, such as Boston, NYC, SF, the Bay Area, London, and Lisbon. - Innovating a $100 Billion industry
Smartcat’s innovative approach towards multilingual content, taps into a $100B industry. Our platform enables enterprise end users to stop using traditional outsourcing methods, and start enjoying an easy-to-use, AI-powered SaaS, that delivers immediate high-quality results, at a fraction of the cost. - High impact role enabling innovation and inclusion in organizations
You will enjoy building with us. You will drive changes in how an old-fashioned global language industry operates while improving how hundreds of thousands of people work and millions of people exchange knowledge and ideas worldwide. - Join the rocketship to scale-up 10x and beyond together
We are looking for someone to become an integral part of our team and play a crucial role in the most exciting part of our journey: transitioning from a post-Series C startup to a company exceeding $100M in ARR and $1B in valuation. Our journey isn’t for the faint of heart. We are growing at 130% YoY, thanks to our strong product-market fit and high-performing team, and plan to accelerate from here. - Smartcat Culture: Where Diversity Meets High Performance
At Smartcat, we are committed to building a culture that highlights respect and appreciation for each individual's unique background and perspective, while maintaining a strong focus on results and clear, honest and direct communication. We believe in welcoming everyone and fostering an inclusive environment where team members can be their authentic selves at work. Our commitment to diversity and inclusion is steadfast, and we stand firmly against discrimination and harassment.
Required profile
Experience
Other Skills
- Organizational Skills
- Time Management
- Communication
- Analytical Skills
- Multitasking
- Detail Oriented
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