Executive Assistant to CEO

T

Torch.AI

Executive Assistant to CEO

Leawood, KS
Full Time
Paid
  • Responsibilities

    About the job

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    Become Part of a Meaningful Mission

    Torch.AI is a defense-focused AI software company on a mission to build the government’s AI-native data infrastructure control layer—extensible across domains, owned by the mission, and positioned to become the operating backbone of U.S. national security. We deliver advanced AI and data software capabilities directly to customer mission owners to meet flexible, user-defined specifications and enable a decision advantage for the warfighter.

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    The Role

    As Executive Assistant to the CEO, you will be a key partner in managing his priorities, communications, and time. You’ll own day-to-day scheduling and inbox management—triaging messages, surfacing what requires his attention, and drafting responses in his voice to keep work flowing. You’ll also coordinate meetings, prepare materials, and provide both administrative and project support to ensure the CEO remains focused on leading the company. Your judgment, discretion, and ability to anticipate needs will be central to Torch.AI’s ability to operate with speed and precision in a complex, fast-growth environment.

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    The Environment: Unlock Your Potential

    Torch.AI is experiencing a period of rapid growth—scaling our go-to-market approach, strengthening sales and delivery, accelerating hiring, investing in branding and marketing, and hardening internal processes. To help fuel this momentum, the Executive Assistant will play a critical role in driving operational alignment, supporting executive priorities, and enabling Torch.AI’s long-term success.

    This position is based at our headquarters in Leawood, Kansas (Kansas City metro area) and will work closely with the CEO and other senior leaders. In addition to core administrative responsibilities, you’ll also support the prioritization of key initiatives and coordinate the CEO’s community engagement efforts.

    Your Day-to-Day Will Rarely Ever Be the Same

    • Calendar and scheduling management: Manage complex executive schedules thoughtfully and proactively, ensuring the CEO’s time is invested in the most critical priorities, relationships, and decisions.
    • Inbox ownership: Oversee and prioritize the CEO’s email inbox with discretion and judgment—triaging messages, surfacing what requires his attention, routing items to the right team member, and drafting responses in his voice.
    • Community and external engagements: Support the CEO’s involvement in community, industry, and partner events by tracking commitments, monitoring key dates, coordinating follow-up, and assisting with logistics.
    • Meeting coordination: Prepare agendas, gather materials, capture action items, and ensure timely follow-up.
    • Catch-all support: Step into various roles across the business with a team-oriented, humble mindset.
    • Office coverage: Provide backup support for the Office Manager to maintain smooth office operations.
    • Project support: Assist leadership with ad-hoc research, document preparation, and task execution.
    • Process improvements: Identify and recommend opportunities to streamline workflows across functions.
    • Light executive support: Provide occasional assistance to the COO, Chief of Staff, and CTO.
    • Administrative support: Help with travel arrangements, expense tracking, contact management, data entry, and list maintenance.
    • Discretion and confidentiality: Demonstrates the highest level of integrity when handling sensitive information.
    • Three or more years as an Executive Assistant or in a comparable role supporting senior leadership, ideally C-suite.
    • Ability to absorb and mirror the CEO’s communication style, progressively handling routine correspondence independently.
    • Meticulous organizational skills and a checklist-driven mindset.
    • Proven ability to manage complex calendars and shifting priorities.
    • Email management expertise: Proficiency in Microsoft Outlook, including inbox management and routing.
    • High emotional intelligence; adaptable to diverse communication styles and personalities.
    • Self-starter with initiative, sound judgment, and the ability to anticipate needs.
    • Flexible, humble, and willing to help across a variety of tasks.
    • Excellent written and verbal communication skills.
    • Meeting preparation: Ability to create briefs, prepare agendas, and provide context for leadership success.
    • Forward-thinking in streamlining scheduling, communications, and workflows.

    Critical Skills

    • Bachelor’s Degree preferred. Administrative support: Help with travel arrangements, expense tracking, contact management, data entry, and list maintenance.
    • Discretion and confidentiality: Demonstrates the highest level of integrity when handling sensitive information.
    • Three or more years as an Executive Assistant or in a comparable role supporting senior leadership, ideally C-suite.
    • Ability to absorb and mirror the CEO’s communication style, progressively handling routine correspondence independently.
    • Meticulous organizational skills and a checklist-driven mindset.
    • Proven ability to manage complex calendars and shifting priorities.
    • Email management expertise: Proficiency in Microsoft Outlook, including inbox management and routing.
    • High emotional intelligence; adaptable to diverse communication styles and personalities.
    • Self-starter with initiative, sound judgment, and the ability to anticipate needs.
    • Flexible, humble, and willing to help across a variety of tasks.
    • Excellent written and verbal communication skills.
    • Meeting preparation: Ability to create briefs, prepare agendas, and provide context for leadership success.
    • Forward-thinking in streamlining scheduling, communications, and workflows.

    Bonus

    • Experience in government, defense, or national security sectors, with an understanding of formal communication styles and terminology

    Location / Hours

    • Office Hours: 8:30 a.m. – 5:00 p.m.
    • Location: This is an in-office role at our headquarters in Leawood, Kansas (Kansas City metro area)

    Compensation Overview

    The expected salary range for this position is $70,000 - $85,000 per year depending on experience and qualifications.

    Incentives

    • Equity: Eligibility for company equity incentive program within first 12 months
    • Competitive base salary, variable incentives, and annual performance-based bonuses
    • Unlimited PTO
    • 11 paid holidays
    • High visibility and professional development opportunities in a fast-growth, high-tech environment
    • Weekly in-office catering at our Leawood HQ

    Benefits

    Torch.AI offers comprehensive benefits that exceed regional standards:

    • Medical: PPO, HSA, or TRICARE options with above-average HSA contributions
    • Dental and Vision: Above-average coverage and allowances
    • Life Insurance and Disability: Employer-paid coverage exceeding typical levels
    • Voluntary Benefits: Accident insurance, critical illness coverage, hospital indemnity, and commuter perks

    Torch.AI is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration regardless of race, color, religion, age, sex, national origin, veteran status, or disability.