Executive Assistant to the CEO & Integrator (Offshore)

About Us Employee Retention Benefits, Inc (ERB) is the #1 employee benefits firm on the West Coast. ERB began as an enrollment firm partnering with some of the top brokers in the United States. The ERB team has extensive experience in all phases of the business of employee benefits and with that ERB has a unique understanding of the grassroots needs for employee benefits. The entire ERB team is skilled in both the best practices of the past as well as evolving tactic, solutions and products. A guiding principle of ERB is an ongoing commitment to customer service and the customer experience. ERB believes that there is a disconnect between the customer, their employees and the plan design. ERB has developed a very specific program to understand the needs of every account, eliminating the cookie cutter solution and replacing that with a customized plan; for every customer. Job Description This is a remote position. 1. PURPOSE (Why does this role exist) The Executive Assistant (EA) to the CEO is a senior execution and leverage role. The purpose of this role is to: Protect the CEO’s time and focus for strategic thinking, sales, and leadership Ensure CEO priorities translate into action across the organization Reduce friction, chaos, and follow-up gaps in the CEO’s world 2. IMPORTANCE & IMPACT When this role is working well: The CEO operates in their Unique Ability the majority of the week Leadership initiatives move forward consistently, not sporadically Communication to and from the CEO is organized, filtered, and professional Critical dates (licenses, renewals, key projects) are handled proactively, not reactively This role directly supports ERB’s ability to scale without burning out the CEO. 3. IDEAL OUTCOME (What success looks like) Within this role: The CEO’s calendar and commitments are fully owned by the EA Every major project or decision from the CEO has: A clear owner A due date Visible progress The CEO has clean daily briefings and end-of-day summaries and is never surprised by avoidable issues Licenses, registrations, and key deadlines are always current with zero missed renewals 4. KEY RESPONSIBILITIES 4.1 Executive Calendar & Time Protection Own and manage the CEO’s calendar strategically, including: Prioritizing high-value activities (sales, strategy, leadership) Filtering and declining low-value or misaligned meeting requests Building in buffer, thinking time, and focus blocks Coordinating internal and external meetings across time zones 4.2 CEO Task & Initiative Execution Track all CEO commitments from meetings, emails, and messages Ensure every commitment has: An owner A due date A follow-up system Provide regular status updates and escalate risks or bottlenecks early 4.3 Executive Communication & Gatekeeping Serve as a primary gatekeeper for executive communications Triage email, messages, and inbound requests Draft responses for CEO review where appropriate Maintain confidentiality and discretion at all times 4.4 Meeting Management & Follow-Through For key leadership and project meetings: Confirm agenda, objectives, and attendees in advance Gather required documents and context Capture notes, decisions, and action items Enter action items into the tracking system and follow up to completion 4.5 Systems, Projects & Process Improvement Maintain and improve structured systems for: Calendar Tasks and projects Documentation and knowledge management Support leadership cadence and planning cycles (weekly, quarterly, annual) Proactively identify workflow inefficiencies and propose solutions 4.6 Licensing, Compliance & Critical Dates Maintain a Licenses & Compliance Tracker for: CEO licenses (insurance, Series 65, etc.) Entity filings and renewals (ERB, ERB Enrollment, ES Aeternum, Guerreros, Terra Aeternum, etc.) Key contracts, domain renewals, and major recurring obligations Work 90 / 60 / 30 days ahead on required CE, filings, or renewals: Register CEO for required courses Schedule CE and renewal time on the calendar Prepare forms and supporting documents in advance 5. COMMUNICATION & TOOLS Primary communication channels: Microsoft Teams Outlook email Internal chat tools Core systems used (subject to change as optimized): HighLevel (CRM/marketing/telephony) ConnecTeam Employee Navigator Other CRM or project tools introduced by ERB Daily updates: Brief check-in via Teams (what’s done, what’s next, blockers) Weekly summary: Simple written recap or KPI dashboard covering: Key tasks completed Open items Risks or decisions needed from the CEO 6. WORK SCHEDULE Standard Schedule (Monday–Friday, Pacific Time): Shift: 8:00 AM–5:00 PM Flexibility: Occasional extended or shifted hours as required by: CEO meetings Executive travel Urgent leadership initiatives Availability outside standard hours is expected with reasonable notice. 7. REPORTING STRUCTURE Direct Reporting: CEO – Employee Retention Benefits, Inc. Dotted Line / Operational Alignment: Sales Director (for coordination on cross-department initiatives and priorities as needed) 8. PERFORMANCE EXPECTATIONS Align with ERB’s key performance standards and core values: Driven Adaptable Accountable Humbly Confident Additional expectations: Maintain a professional, positive tone in all interactions Learn and adapt quickly as systems and processes evolve High performers may be considered for: Expanded scope Leadership over additional offshore support roles Discretionary performance-based incentives (as mutually agreed) 9. CONFIDENTIALITY & CONDUCT Abide by all internal confidentiality and data protection standards Handle all information (client, employee, financial, legal) with strict discretion Support and embody ERB’s mission and client-first culture in all work