[Remote] Administrative Director – CEO Office (Remote)

Note: The job is a remote job and is open to candidates in USA. Constructor is dedicated to enabling educational organizations to provide high-quality digital education efficiently. The Administrative Director will manage a team to ensure the CEO's productivity and coordinate complex scheduling and operational needs across multiple time zones.

Responsibilities

• Lead, coach, and structure a high-performing administrative team (3–4 Executive Assistants and 10–15 support personnel)
• Create clarity of roles, responsibilities, and workflows to ensure seamless execution of all tasks across time zones and geographies
• Establish and enforce SOPs, checklists, and productivity tools that bring structure to complex, parallel workstreams
• Serve as the primary interface between the CEO, Chief of Staff, and broader support network
• Oversee all elements of unusually complex calendar and scheduling management — ensuring accuracy, relevance, and efficiency for 120–150 activities weekly across multiple time zones
• Ensure that meetings, travel, and communications are flawlessly planned, briefed, and executed, with buffers and contingency plans always in place
• Oversee travel logistics: end-to-end itineraries, ground and air coordination, VVIP protocols, and on-the-move connectivity
• Anticipate needs before they emerge, and proactively solve issues to prevent disruptions
• Implement efficient systems for tracking, prioritizing, and closing tasks across multiple domains
• Drive continuous improvement in workflows and team collaboration
• Manage sensitive, high-stakes projects (e.g., relocations, private events, health procedures, VIP visits) with precision and confidentiality
• Serve as the central communication point between the CEO’s office and all external and internal stakeholders — partners, executives, family, and service providers
• Maintain consistent tone and professionalism across all touchpoints, ensuring each interaction reflects Constructor’s standards of excellence
• Build strong relationships that enable efficient collaboration and trust
• Uphold absolute confidentiality and ensure all sensitive information is managed securely
• Apply risk management standards to travel, guest lists, and personal data handling

Skills

• 15+ years of proven excellence in executive operations, project leadership, or private office management
• Experience managing executive operations, teams, or private offices at top-tier level
• Fluent English (spoken and written)
• High digital literacy (MS Outlook, productivity tools, task-tracking systems, AI assistants)
• Able to pass comprehensive background checks (criminal, psychological, and substance screening)
• Leadership and team management skills
• Operational excellence in calendar and scheduling management
• Project and process management skills
• Stakeholder coordination abilities
• Confidentiality and security management skills
• Decisive and proactive attitude
• Strategic project orchestration capabilities
• Meticulous attention to detail
• Ability to thrive in change and fast-paced environments
• Creative problem-solving skills
• Execution excellence
• Curious and quality-driven mindset
• Flexible, adaptive, and resilient personality
• Empathetic communication and team leadership skills
• Discreet and trustworthy character
• Willingness to travel frequently and ability to relocate or spend extended periods in key hubs
• Additional languages an advantage

Benefits

• Choice of work equipment (e.g., laptop, monitor, etc.)
• English classes (iTalki – $130 monthly)
• ⏰ Flexible schedule (we usually work between 09:00/10:00 and 18:00/19:00 CET or EET)
• Newborn bonus (€500 per child)
• Patent remuneration
• Paid leave
• ‍ Remote work in locations without our offices
• Hybrid work in locations with offices (2 days in-office, 3 days remote)

Company Overview

• Constructor Tech is an all-in-one software platform that covers 21+ scenarios to support the complete lifecycle of education and research, based on generative AI, MetaPresence, and neuroscience advances. It was founded in 2019, and is headquartered in Schaffhausen, Schaffhausen, CHE, with a workforce of 201-500 employees. Its website is https://alemira.com.

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