Executive Assistant

Job Description

📌 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.