Location: Remote
Time Commitment: ~15–25 hours per week
Term: February – May (with a clear decision point in May)
Reports to: Eleanor Beaton, CEO
Applications close January 15.
About Safi Media
Safi Media works with women business owners who are scaling established companies and want more structure, stability, and calm as they grow.
The company is led by Eleanor Beaton, who focuses on:
- Setting standards
- Designing programs and intellectual property
- Thought leadership and public-facing work
- High-level decision-making
As the company grows, Eleanor’s time is increasingly valuable and increasingly at risk of being pulled into logistics, follow-through, and coordination. This role exists to prevent that.
Why This Role Exists
This role exists to take operational and coordination work off the CEO’s plate, so she can focus on leadership, judgment, and creative work.
Without this role, the CEO ends up spending time on:
- Scheduling and rescheduling
- Preparing for meetings
- Remembering and chasing follow-ups
- Coordinating one-off projects (events, applications, logistics)
- Switching constantly between big-picture work and small details
Your job is to handle those things instead.
You are not here to run the company.
You are here to make the CEO’s workday focused, organized, and sustainable.
What You Would Actually Do
- Manage the CEO’s Calendar and Scheduling
- Schedule and reschedule meetings
- Decide when cancelled meetings should not be rebooked
- Ensure meetings have a clear purpose before they happen
- Protect time for focused, uninterrupted work
- Help prevent meetings from reaching the CEO when she does not need to be there
- Prepare Meetings and Close the Loop After
- Ensure meetings have context, agendas, or relevant materials
- Clarify what meetings are for (decision, discussion, update)
- Capture decisions and action items
- Track commitments the CEO makes and ensure follow-through=
Important: nothing important should live only in the CEO’s head.
- Handle Follow-Through on the CEO’s Behalf
- Track follow-ups the CEO commits to
- Route next steps to the right people
- Follow up and close loops without the CEO chasing anyone
- Triage Information Before It Reaches the CEO
- Review incoming emails, updates, and information
- Decide what the CEO needs to see directly
- Summarize information where possible
- Filter out items that do not require the CEO’s attention
- Manage CEO-Led Projects (End-to-End)
You will fully manage specific, CEO-led projects, such as:
- Coordinating a live, multi-day event hosted by the CEO
- Managing vendors, timelines, logistics, and details
- Handling speaker applications or visibility opportunities
- Coordinating materials, deadlines, and assets tied to the CEO’s work
These projects are time-bound and tied directly to the CEO.
You own execution and escalate only when judgment or direction is required.
- Pull Together Simple ROI Summaries for CEO-Led Projects
For CEO-led projects (such as events), you may also:
- Gather total costs
- Track attendance, leads, or participation
- Collect revenue or sales data tied to the project
- Present this information clearly in a simple table or summary
You are not responsible for deciding whether the ROI is “good” or making strategic recommendations. Your role is to assemble the information so the CEO can decide.
What This Role Is NOT
This role is not:
- General admin support for the team
- A shared assistant role
- A company-wide project manager
- An operations leadership role
You are not expected to:
- Manage staff
- Build systems
- Set strategy
- Own company-wide execution
How You’ll Work With the Team
- You work directly with the CEO
- You do not take task requests from other team members by default
- Requests that are not CEO-related should be redirected to the appropriate owner
These boundaries are intentional and supported.
What Success Looks Like After 90 Days
- The CEO’s calendar is organized and realistic
- Meetings are prepared, focused, and decisive
- Follow-ups no longer fall through the cracks
- CEO-led projects (such as events) run smoothly without the CEO managing details
- The CEO’s mental load is noticeably lighter
Who This Role Is a Good Fit For
You’ll likely do well if you:
- Are highly organized and reliable
- Naturally track details and close loops
- Can manage projects independently
- Are comfortable making judgment calls and saying no
- Do not need visibility or authority to feel valuable
- Enjoy making someone else’s work easier and more effective
Common backgrounds:
- Senior Executive Assistant
- Chief of Staff (early-stage or execution-focused)
- Operations or coordination roles supporting founders or executives
Timeframe and Structure
This is a part-time role (15–25 hours per week).
The initial term runs January through April.
In May, we will decide whether the role:
- Ends
- Continues in a narrower form
- Evolves into a longer-term CEO support role
Nothing is assumed.
How to Apply
To apply, please email [email protected].
Subject line:
CEO operations and coordination lead
Applications that do not follow these instructions will not be reviewed.
In the body of your email, include a short note (no more than a few paragraphs) that covers:
- Your current employment situation (e.g. employed, consulting, between roles, fractional, etc.)
- Why this role specifically appeals to you
(We are not looking for a generic cover letter.)
Include a short video (5–6 minutes maximum):
- Recorded via Loom or uploaded as an unlisted YouTube video
- Include only the link in your email (no attachments)
- In the video, briefly explain:
- How you have supported an executive, or
- How you have led a project while keeping a leader out of the details
Also include one of the following:
- A resume attached, or
- A link to your LinkedIn profile
If you include LinkedIn, it should be up to date and clearly show education, training, and relevant work experience.
Applications close on January 15 and will not be reviewed until then. We expect a high volume of applications and will only respond to candidates selected for interviews.