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Working Schedule: 8:00 AM to 5:00 PM Pacific Time, Monday through Friday
Work Arrangement: Fully Remote
Salary: $1,500 per month
Employer: Fire Protection Engineering and Life Safety Consulting Firm located in Las Vegas, Nevada.
Role Summary
You will run the operating system behind the CEO's day. Email, calendar, travel, time, expenses, project follow-through, and board service support. You own the administrative load so the CEO can focus on clients, engineering leadership, and growth.
This role covers business, board, and personal logistics. You will see confidential client information, financial data, and personnel matters. You will sign a non-disclosure agreement. Discretion is a requirement of the job.
Core Responsibilities
Email Management
Triage the CEO's inbox daily. Sort, label, and file using an established system
Draft replies for review in the CEO's voice: direct, warm, short, first-name openings
Handle routine correspondence independently once trust is established
Flag items requiring decisions and surface anything time-sensitive within the hour
Maintain the inbox to zero unread by end of each business day
Calendar Management
Own the work and personal calendars as one integrated view
Schedule and reschedule internal meetings, client calls, site visits, board obligations, and personal commitments
Protect focus blocks. Defend against fragmentation
Send agendas and materials ahead of meetings
Confirm attendance and resolve conflicts without escalating every instance
Travel Management
Book flights, hotels, and ground transportation for business and personal trips
Build detailed itineraries with confirmation numbers, addresses, and timing buffers
Handle changes and disruptions in real time
Coordinate with the CEO's family on personal travel
Time and Expense Reporting
Prepare the CEO's weekly timesheet with correct project codes
Reconcile calendar activity against billable time before routing for approval
Prepare monthly expense reports with receipts attached and coded
Track receipts continuously rather than at month end
Submit both to the CEO for final review and approval ahead of every internal deadline. The CEO approves. You prepare, chase, and file
Project Deliverable and Task Tracking
Maintain a live tracker of the CEO's open deliverables, commitments, and deadlines
Follow up with internal team members and external parties on outstanding items
Prepare a weekly status summary of what is due, what is late, and what is at risk
Capture action items from meetings and route them to the right owners
Keep the task list current so nothing depends on the CEO's memory
Board Support, Entrepreneurs' Organization Las Vegas
The CEO serves on the Board of Directors of the Las Vegas chapter of Entrepreneurs' Organization and chairs the Membership Committee. You will support that service with the same rigor you apply to work with.
Schedule board meetings, committee meetings, and one-on-one prospect calls
Maintain the membership pipeline tracker: prospects, sponsors, application status, and next steps
Drive follow-up on prospect and applicant communication so no candidate goes cold
Prepare materials and talking points ahead of board and committee meetings
Capture action items from board and committee meetings and track them to closure
Coordinate with chapter staff, fellow board members, and committee volunteers
Manage chapter event registrations, RSVPs, and travel to EO regional and global events
Tools You Will Use
Microsoft 365: Outlook, Teams, SharePoint, OneDrive Zoho One, transitioning to Deltek Vantagepoint for project accounting and CRM Claude for drafting and research EO chapter membership and event platforms Standard travel and expense platforms You do not need mastery of all of these on day one. You do need to learn systems fast and document what you learn.
Requirements
Three or more years supporting an executive, owner, or founder directly Excellent written English. You will write on behalf of the CEO Proven reliability with deadlines and detail. Errors in timesheets and expenses cost real money Comfort with confidential information and sound judgment about what to share Strong self-direction. You will not be micromanaged, and you should not need to be Reliable high-speed internet, backup power or a backup work location, and a quiet environment Willingness to sign a non-disclosure agreement covering client, financial, personnel, and personal information Preferred Experience in a professional services, engineering, architecture, or construction firm Familiarity with billable-hour environments and project accounting
Microsoft 365 and SharePoint experience
Experience supporting nonprofit or association board service
Experience supporting both business and personal logistics for the same executive
