Special Assistant, Office of the CEO

BillionScale is seeking a highly organized Special Assistant to support the CEO in coordinating strategic initiatives and managing key operational activities. This role focuses on execution and coordination across priority projects, preparation of materials for internal and external stakeholders, and ensuring progress across workstreams. 

The Special Assistant will work closely with the CEO to organize initiatives, prepare briefing materials, coordinate meetings and travel, and support proposal and partnership activities. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple priorities in a fast-paced environment. 

This role will also support the CEO in advancing the use of AI-driven tools and technologies across the organization, with a focus on improving internal workflows, increasing efficiency, and facilitating collaboration and execution across teams. The Special Assistant will help coordinate implementation and adoption of these tools and take ownership of key elements of this work. The ideal candidate is curious, adaptable, and willing to learn, with a high level of integrity and a strong sense of ownership. 

Key Responsibilities 

AI and Systems Support 

Support the implementation and use of AI tools to improve internal workflows and team efficiency  

Help facilitate collaboration and execution across teams through effective use of these tools  

Coordinate rollout and adoption of new systems and processes  

Take ownership of select tools or workflows and ensure they are used effectively 

Strategic Initiative Coordination 

Develop and maintain workplans for priority initiatives 

Track progress across projects and follow up on deliverables 

Coordinate timelines and collaboration across teams and partners 

Executive Support and Coordination 

Manage the CEO’s calendar and coordinate scheduling across multiple time zones 

Prepare agendas, materials, and follow-up items for meetings 

Attend meetings when needed and track decisions and action items 

Briefing Materials and Presentations 

Prepare PowerPoint presentations and briefing materials for partners and stakeholders 

Develop background memos and summaries for internal and external meetings 

Assist with development of proposals and related materials 

Travel and Logistics 

Coordinate domestic and international travel for the CEO 

Prepare travel itineraries and meeting briefings 

Support logistics for meetings, events, and external engagements 

Operational Coordination 

Track contracts, invoices, and reporting timelines 

Coordinate preparation of reports and supporting documentation 

Support follow-through on commitments made to partners and collaborators 

Qualifications 

Bachelor’s degree or equivalent professional experience; graduate degree in relevant field a plus 

4–6 years of professional experience in project coordination, consulting, operations, or executive support 

Strong organizational and project management skills 

Experience preparing presentations and written briefing materials 

Ability to manage multiple priorities and deadlines 

Strong attention to detail and follow-through 

Excellent written and verbal communication skills 

Preferred 

Experience supporting senior leadership 

Experience coordinating complex projects or multi-partner initiatives 

Interest in emerging technologies, including AI tools and systems  

Willingness to learn and adapt to new tools and ways of working  

Demonstrates strong judgment, integrity, and ownership  

Location: Seattle, WA area. This position operates remotely.