Executive Business Partner to CEO

Role Highlights

Conference & Speaking Circuit

• Own the full speaking pipeline for CEO, from inquiry (inbound and outbound) through logistics through post-event follow-up

• Build and maintain relationships with conference organizers directly, with the goal of getting CEO into rooms he's not already in

• Own the annual re-engagement cadence with past conference contacts and organizers to help secure speaking slots year over year

• Handle all speaker-specific logistics: fee and hotel/flight allowance negotiation, bio, headshot, W9, vendor forms, ground transport, expense and reimbursement tracking, deadline tracking with organizers (session title, description, key takeaways), day-of tech checks

• Own a shared presentation tracker with CEO

Travel Management

• Price, book, and monitor all travel tied to speaking engagements and business travel, including visa coordination when necessary

• Build custom itineraries around CEO's preferences for airport timing, routing, and hotel standards

• When CEO travels, proactively identify clients and prospects nearby worth a visit, and help make that time count

Business Development & Client Relationships

• Manage BD leads that come through CEO directly, from first contact through handoff, owning timing and booking with urgency

• Sit in on sales calls when relevant, ask questions, and turn what you learn into next steps and follow-through

• Review call transcripts and project context to synthesize what's happening on key accounts, and flag where Founder can add value

Calendar, Scheduling & Meeting Coordination

• Own CEO's calendar, understanding not just what's on it but why

• Produce a weekly brief with an annotated itinerary: times, locations, attendees, and context for each meeting

• Catch and resolve scheduling conflicts before they become problems

• Brief CEO ahead of meetings with the context needed to walk in prepared

Key Relationship & Recognition Management

• Manage VIP contacts and logistics tied to our CEO's most important external relationships

• Coordinate dinners, reservations, and relationship-building touchpoints

• Own an ongoing cadence for ad hoc goodwill and team recognition moments (thank yous, gifts, milestone recognition) as they come up, and build this into an increasingly AI-supported system over time

Board & Nonprofit Support

• Support board logistics, including meeting coordination, materials, and event support

AI Systems & Tools

• Use and maintain existing AI-powered systems that support this role (meeting prep, calendar review, BD intake, thought leadership tracking)

• Grow into someone who doesn't just maintain these systems, but proposes and builds new ones as you learn what's needed

Daily & Personal Support

• Handle day-to-day logistics (meals, errands, home needs) 

• Maintain inbox access for utility purposes (confirmations, login lookups, logistics), with no expectation of full inbox management

• Manage monthly credit card transaction tagging and categorization

Essential Skills

• You have experience in the conference and speaking circuit, with real relationships with organizers, not just familiarity with how events run

• You are able to negotiate speaker fees and logistics without hand-holding

• You are a high-agency operator who converts a one-liner into a fully executed outcome without waiting to be told what's needed

• You have strong emotional intelligence and can read a room and adapt quickly

• You have excellent written communication and can draft across audiences, from CMOs and board members to vendors, without needing heavy editing

• You have managed sensitive personal, financial, or business matters in a prior role and understand what stays internal without being told

• You are organized under ambiguity and can track multiple concurrent workstreams, deadlines, and relationships without a system handed to you

• You feel energized by the idea of your role changing day to day depending on what's most important, not just what's on a fixed task list

• You are comfortable using AI tools day to day, and open to growing into someone who builds your own workflows over time

 

Bonus

• You have experience supporting a founder, CEO, or other high-visibility executive directly

• You have a network in the conference or speaking circuit that you bring with you

• You have built or maintained your own AI-supported workflows or systems in a prior role

 

30/60/90

First 30 Days — Learn

•  Shadow the full conference and speaking pipeline, from inbound inquiry through post-event follow-up

• Learn CEO's calendar, preferences, and communication style

• Get access to and understand the existing AI systems supporting this role (calendar review, BD intake, thought leadership tracking)

60 Days — Build

• Independently own the weekly brief and calendar coordination

• Take ownership of at least one full speaking engagement end to end

• Begin building the goodwill and recognition cadence into a repeatable system

90 Days — Lead

• Operate independently across the speaking pipeline, travel, and key relationship management without oversight

• Propose your first improvement or automation to an existing AI-supported workflow

• Be a trusted presence on BD leads that come through CEO, with clear judgment on when to escalate and when to run with it

This might not be the right role for you if....

You prefer a role with a fixed, predictable task list and a clearly defined scope
You're looking for a purely logistics or admin-focused position without relationship-building or BD components
You need structure handed to you rather than building it yourself
You're not comfortable with high ambiguity or a job that looks different day to day