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.