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Job Title: Executive Assistant to the Founder
Job Type: Contract to hire 
Location: Cincinnati 
Work Authorization: Must be US Citizen or Green Card Holder 

Our client company is focused on real-time SAP process and workflow automation, delivering prebuilt, lightning-fast solutions that connect SAP with the modern digital enterprise. Their customers include some of the largest brands in manufacturing, CPG, chemicals, and more. Client is scaling rapidly—and the Founder needs a high-capacity, intelligent right hand to keep priorities tight, execution crisp, and communication flowing.
 

Position Overview

The Intelligent Executive Assistant will act as an operational command center for the Founder—managing communication, time, priorities, and cross-functional alignment across the executive team.
This is not a traditional administration role.
 This is a high-trust, AI-savvy, proactive partner who organizes complexity, manages the Founder’s bandwidth, and ensures the business moves at the speed of its ambitions.
You will anticipate needs, drive fast follow-ups, remove friction, and leverage AI tools to streamline repetitive workflows.
 

Key Responsibilities

1. Calendar & Time Management

• Own, optimize, and defend the Founder’s calendar with ruthless prioritization.
• Coordinate internal/external meetings, ensuring prep materials are ready and follow-ups are captured.
• Build weekly agenda structures aligned to quarterly and monthly priorities.

2. Email, Slack & Communication Management

• Monitor, triage, and draft communications across Email, Slack, and other channels.
• Maintain inbox hygiene, categorize and escalate critical items, and respond to routine inquiries.
• Ensure the Founder is always briefed on what requires attention.

3. Travel & Logistics

• Handle complex domestic/international travel itineraries (air, hotel, ground).
• Anticipate travel needs, optimize costs, and ensure seamless trip experiences.
• Prepare travel briefs: meetings, objectives, contacts, locations.
• Support Founder at Events (travel required)

4. Priority & Focus Management

• Maintain and track Quarterly, Monthly, and Weekly priorities.
• Ensure all tasks and initiatives tie back to strategic OKRs.
• Act as the Founder’s focus partner—protecting time and reducing distractions.

5. Weekly Schedule Review

• Prepare a structured weekly Founder review including:
  • Last week’s progress
  • Upcoming week’s commitments
  • Red flags and bottlenecks
  • Alignment to company objectives
• Recommend adjustments to protect strategic focus.

6. Executive Team Coordination

• Follow up with CTO, VP Sales, SVP Delivery, and CFO, along with other leaders on project status and critical initiatives.
• Document status updates, deadlines, blockers, and required Founder decisions.
• Ensure cross-functional visibility and accountability.

7. Project & Process Management

• Maintain dashboards of key initiatives and strategic workstreams.
• Proactively chase deliverables and ensure nothing falls through the cracks.
• Improve workflows between Sales, Marketing, Product, Engineering, and Customer Operations.

8. Content Support: PR, Presentations & Social Media

• Draft, refine, or co-create content for:
  • Founder presentations (PowerPoint skills required)
  • Thought leadership posts (LinkedIn, blogs, social)
  • PR pitches and external communications
  • Executive updates and speaking materials
• Maintain brand consistency and tone across Founder-facing content.
• Help transform Founder ideas into polished, high-impact narratives.
• Know how to use AI tools for content creation is a must

9. AI-Enabled Productivity & Automation

• Leverage AI tools (ChatGPT, Zapier, Calendly, Notion, Superhuman, etc.) to automate repetitive tasks.
• Build automations for:
  • Inbox sorting
  • Slack signal extraction
  • Meeting notes consolidation
  • Task routing
  • Priority dashboards
• Continuously identify where AI can create more Founder leverage.

 

Required Skills & Experience

• 5+ years in executive support roles for founders or C-level execs (SaaS preferred).
• Experience in a fast-paced startup or high-growth environment.
• Exceptional written and verbal communication skills.
• Highly organized, detail-oriented, and proactive.
• Comfortable communicating with C-suite stakeholders.
• Advanced proficiency with digital tools (Google Workspace, Slack, Zoom, Notion, Superhuman, Asana/Jira).
• Strong understanding of AI productivity tools and automation platforms.
• High discretion and ability to handle confidential information.

 

Ideal Candidate Profile

• Thinks like a Chief of Staff, acts like an elite Executive Assistant.
• Thrives on creating structure out of chaos.
• Anticipates what the Founder needs before they ask.
• Comfortable making decisions and managing up.
• Calm under pressure, unflappable, process and solutions-oriented.
• Loves being the “force multiplier” behind a high-performing founder.

 

Success in This Role Means…

• The Founder spends more time on strategy, vision, product, and customer impact.
• The Founder’s day is structured, focused, and friction-free.
• Priorities are always clear and consistently executed.
• Bottlenecks disappear before they become problems.
• The Executive team stays aligned and accountable.
• AI tools amplify productivity across the Founder’s workflow.

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Equal Employment Opportunity Statement
Gravity IT Resources is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. We do not discriminate on the basis of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. All employment decisions are based on qualifications, merit, and business needs.