Executive Assistant

Description

Summary: Seeking a highly organized and proactive Executive Assistant to support a Founder with daily operations, communication, scheduling, and workflow management in a fast-paced startup. Highlights: 1. High ownership and visibility with direct Founder collaboration 2. Opportunity to use modern AI tools daily 3. Exposure to startup operations and workflows **Executive Assistant to Founder (Part\-Time \| Startup Environment)****Part\-Time \| Remote \| U.S. Business Hours (PST Overlap Required)** **About the Role** We’re hiring a highly organized and proactive **Executive Assistant** to support a Founder with daily operations, communication, scheduling, and workflow management. This role is ideal for someone who: * Thrives in fast\-paced startup environments * Loves bringing structure and organization to chaos * Can manage calendars, inboxes, and follow\-ups independently * Communicates clearly and professionally * Uses AI tools to improve speed and efficiency You’ll act as a key operational partner between: ✅ the Founder ✅ clients ✅ internal teams ensuring nothing slips through the cracks. This is not a passive admin role — it requires ownership, responsiveness, and strong execution. **What You’ll Own****Calendar \& Inbox Management*** Manage the Founder’s: * + calendar + scheduling + priorities + daily coordination * Monitor and respond to emails professionally * Prioritize critical communication and follow\-ups * Ensure schedules stay organized and conflict\-free **Meeting Coordination*** Schedule and coordinate meetings with: * + clients + vendors + internal teams * Prepare agendas, meeting context, and notes * Ensure meetings run smoothly and efficiently **Post\-Meeting Follow\-Ups*** Send: * + meeting summaries + action items + next steps * Track follow\-through and accountability across stakeholders * Ensure tasks are completed on time **Client Onboarding \& Operations*** Coordinate onboarding for new clients * Collect required documents, assets, and information * Maintain organized communication throughout onboarding * Act as a central coordination point between all parties **CRM \& Administrative Management*** Maintain accurate CRM records in: * + HubSpot + or similar platforms * Log communication, activities, and notes consistently * Support operational admin tasks including: * + travel coordination + expense tracking + vendor communication **AI Tools \& Workflow Efficiency*** Use tools such as: * + ChatGPT + Claude + Perplexity * Draft emails, summaries, research, and operational documents * Improve communication speed and workflow efficiency using AI **What We’re Looking For****Must\-Haves*** Experience supporting: * + founders + executives + leadership teams * Startup or fast\-paced company experience * Strong written English communication skills * Proficiency with: * + Google Workspace + Slack + HubSpot or CRMs * Comfortable with: * + Loom + Tella + async communication tools * Intermediate to advanced AI tool usage * Strong organization and follow\-through * Ability to work independently without constant oversight * **Nice to Have** * Experience with: * + Notion + Obsidian + Airtable + Canva + Calendly + SavvyCal + SignWell * Agency or small team environment experience * Client onboarding or customer operations experience **What a Typical Day Looks Like*** Manage and prioritize the Founder’s inbox and calendar * Coordinate meetings and client communication * Prepare meeting notes and track follow\-ups * Update HubSpot and operational systems * Support onboarding workflows for new clients * Draft communication and research using AI tools * Handle operational and administrative coordination tasks **In short:** You keep the Founder organized, responsive, and focused while ensuring operations run smoothly behind the scenes. **Success Looks Like*** Well\-organized calendars and inboxes * Smooth meeting coordination and follow\-ups * Accurate and clean CRM management * Fast and professional client onboarding * Reliable operational execution and communication * High trust from leadership and stakeholders **Why This Role Stands Out*** Direct collaboration with a Founder * High ownership and visibility * Exposure to startup operations and workflows * Opportunity to use modern AI tools daily * Flexible remote environment * Fast\-moving and highly impactful role **Interview Process*** Initial Phone Screen * Recruiter Interview * Client Interview * Offer \& Onboarding **Apply Now** If you: * Love organization and operational support * Thrive in startup environments * Are proactive and highly detail\-oriented * Enjoy helping leaders stay focused and efficient This role is a strong fit for you.