Executive Assistant to the CEO

About the role

Pillar, a fast‑growing construction‑tech startup, is looking for an Executive Assistant to support its CEO. The role is the operational backbone that ensures the CEO’s time is focused on strategic activities while all day‑to‑day logistics run smoothly.

Key responsibilities

• Manage and protect the CEO’s calendar, resolve conflicts, and safeguard deep‑work blocks across multiple time zones.
• Tri­age the inbox in Italian, English and Spanish, flag urgent items, draft replies and keep communication threads alive.
• Coordinate domestic and international travel, including flights, trains, hotels, transfers and contingency plans.
• Plan off‑sites and retreats (e.g., Ibiza), handling venues, logistics, budgets and vendor relationships.
• Prepare and polish decks, board materials and investor presentations, ensuring brand consistency.
• Handle expenses, reminders, follow‑ups, vendor coordination and ad‑hoc tasks that arise at any hour.

Required profile

• Exceptionally organized with a track record of never losing information.
• Proactive and able to anticipate needs before they become problems.
• Trustworthy with confidential company, investor and personal data.
• Fluent in Italian and English; Spanish is a strong plus.
• Fast, low‑ego, resourceful and comfortable in a rapidly changing startup environment.
• Able to start immediately and handle constant context switching.

Required skills

• Proficiency with modern collaboration tools such as Notion and Slack.
• Experience using AI productivity tools (e.g., Claude) for drafting and research.