Executive Support Coordinator to CEO / Executive Assistant
Job Description, Responsibilities & Requirements
About the Position
Executive Support Coordinator to CEO / Executive Assistant
Remote
Fluent Ukrainian and English are required. Reliable availability through the US Eastern afternoon and early evening is essential. Compensation is designed for Latin American and comparable international markets.
Previous executive support experience is helpful, but not required. We are open to training a capable person who demonstrates strong learning ability, follow-through, empathy, and attention to detail.
About the Role
This role is about helping a fast-moving Founder stay clear, organized, and supported.
As Executive Support Coordinator to the CEO at Speed & Function, you will bring structure, visibility, and reliable follow-through to a working environment that spans company leadership, client relationships, internal communication, research, logistics, and personal coordination.
You will work closely with the CEO and the CEO Operations Partner. The CEO Operations Partner owns prioritization, delegation, escalation, and the broader support system around the CEO. Your role is to execute within that system with care, consistency, and attention to detail.
This is not a Chief of Staff role or a broad project-management role. It is a close-to-the-founder support role for someone who takes meaningful support work seriously.
Responsibilities
Executive Support and Coordination
- Coordinate the CEO’s calendar, meetings, appointments, and reminders
- Monitor email, Slack, calendar, and other communication channels for important items
- Track follow-ups and make sure open loops do not disappear
- Prepare meeting context, notes, summaries, and next steps
- Help with travel, reservations, logistics, renewals, and personal coordination
Communication and Follow-Through
- Communicate with Ukrainian- and English-speaking colleagues
- Write clear messages, summaries, and follow-ups in English
- Participate comfortably in Ukrainian-language meetings and conversations
- Turn incomplete requests into clear next steps
- Surface questions, blockers, and changing priorities early
- Make it clear what is completed, what is waiting, and what requires a decision
Research and Organization
- Research people, companies, services, travel options, and business topics
- Prepare organized information for review and decision-making
- Maintain simple trackers, checklists, and recurring workflows
- Use AI tools for research, drafting, summarizing, and organization
- Notice where details are being lost and suggest practical improvements
Requirements
Fluent Ukrainian and English
This is a bilingual role.
You must be able to:
- Communicate naturally and confidently in Ukrainian
- Understand Ukrainian-language meetings and internal conversations
- Speak and write clearly in English
- Work directly with English-speaking colleagues
- Summarize complex or unclear information accurately in English
Russian may be helpful, but it is not a substitute for Ukrainian.
US Eastern Time Availability
The CEO does much of his collaborative and support-related work during the US afternoon and early evening.
You must be reliably available during these hours, generally through at least 6:00 PM Eastern Time on working days.
Candidates in Latin America and other compatible time zones will usually have natural working-hour overlap. Candidates in Europe or Ukraine must be genuinely comfortable maintaining a late working schedule.
Occasional availability is not enough. The schedule must be sustainable.
Reliable Execution
- Keeps track of small details and multiple open items
- Follows through without repeated reminders
- Creates order from incomplete or scattered information
- Stays steady when priorities change
- Brings organized information and proposed next steps rather than raw confusion
- Knows when to proceed independently and when to escalate
Practical Empathy and Perspective-Taking
- Notices when other people are carrying too much
- Thinks about what would reduce friction and make work easier
- Can understand a situation from another person’s perspective
- Asks thoughtful questions rather than making assumptions
- Receives direct feedback without becoming defensive
- Communicates early when something is unclear, frustrating, or not working
Experience
Previous experience as an Executive Assistant, Personal Assistant, Operations Coordinator, Project Coordinator, Client Coordinator, or in a similar support role is helpful, but not required.
We are open to training someone moving into executive support from another professional field.
What matters most is:
- Fluent Ukrainian and English
- Reliable US Eastern Time availability
- Strong follow-through
- Practical empathy
- Attention to detail
- Comfort with changing priorities
- Ability to learn quickly
Experience working remotely and familiarity with Slack, Google Workspace, spreadsheets, task-management tools, and AI tools are advantages, but these systems can be learned.
We Offer
- Remote work opportunities
- Competitive compensation aligned with Latin American and comparable international markets
- Opportunity to work closely with the Founder and CEO
- Exposure to leadership, clients, company operations, AI-assisted workflows, and decision-making processes
- Join a Deliberately Developmental Organization focused on feedback, self-awareness, and professional growth
About the Company
Speed & Function is an international software company dedicated to providing innovative solutions. We value a collaborative and supportive work environment where professional growth and development are prioritized.