Executive Assistant

About The Job

The Executive Assistant (Chief of Staff Hybrid) will work closely with the CEO to ensure the efficient management of the company’s daily operations while handling strategic projects.

This role requires managing complex schedules, ensuring smooth communication with high-profile stakeholders, and driving key initiatives across the organization.

The ideal candidate is organized, communicative, and able to balance administrative and chief-of-staff responsibilities.

Key Responsibilities

Executive & Administrative Support :

• Manage the CEO’s calendar, schedule meetings, coordinate travel arrangements, and handle day-to-day operational tasks to ensure smooth workflow.
• Organize and maintain files, records, and documents, while preparing reports, presentations, and other materials as needed.

Communication & Stakeholder Management :

• Act as the primary point of contact for the CEO, managing communication with internal teams and external partners, including Fortune 50 customers.
• Draft and manage correspondence, emails, and phone calls, ensuring clear, timely, and professional communication on behalf of the CEO.

Meeting & Event Coordination :

• Coordinate and prepare for meetings by drafting agendas, taking detailed meeting minutes, and following up on action items to ensure timely completion.
• Assist in planning and executing company events and initiatives, providing administrative and logistical support where needed.

Project & Operational Management :

• Collaborate with the CEO to manage and track key projects, ensuring deadlines are met and progress is communicated effectively across teams.
• Support the CEO in managing special initiatives by taking on a part-time Chief of Staff role, ensuring effective task delegation, follow-up, and completion.

Confidentiality & Discretion :

Handle sensitive information with the utmost discretion, maintaining confidentiality at all times and ensuring the CEO’s trust is upheld.

Ad Hoc Support :

Assist with personal errands, travel plans, and other ad hoc tasks to ensure the CEO’s time is optimized and focused on critical business needs.

Skills and Qualifications

• Bachelor’s degree or equivalent work experience.
• Proven experience as an Executive Assistant or in a similar administrative role, preferably in a fast-paced startup environment.
• Strong organizational and time-management skills with incredible attention to detail.
• Exceptional written and verbal communication skills; experience handling communication with Fortune 50 customers is a plus.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management tools.
• High level of discretion and professionalism, with the ability to handle sensitive information.
• Strong problem-solving skills and the ability to multitask and prioritize effectively in a fast-paced environment.
• Experience in a Chief of Staff role or similar capacity is highly desirable.
• Ability to take on a part-time chief of staff role, ensuring effective task delegation and follow-up.

If you’d rather talk to us via e-mail, just drop us a line at [email protected] .

About Us

As a provider of open source services, Klara focuses on the art of open software and community-driven development. We believe that in order to foster creativity and advance technology in an ethical fashion we must continue fueling the spirit of open source.

At Klara, we rely on a mix of specialists and community to deliver FreeBSD, ZFS and Arm development services. We help customers standardize their environments running on FreeBSD and ZFS, and accelerate their platforms based on FreeBSD, ZFS and Arm.