Executive Assistant - 19748

Overview

Working Hours

Salary

About The Company

About The Role

• Executive Protection & Gatekeeping

• Triage and manage inbound communication (email, messaging, calendar requests)
• Filter noise and prevent non-essential items from reaching the founder
• Maintain clear escalation rules for what requires founder input vs independent resolution
• Protect the founder’s time, focus, and energy from low-value demands
• Coordinate and manage internal/external communication flow

• Calendar, Inbox & Priority Management

• Own full calendar management including scheduling, rescheduling, and prioritization
• Ensure meetings are intentional, relevant, and properly prepared
• Manage inbox triage, categorization, and response drafting where appropriate
• Track action items and ensure follow-through to completion
• Remove scheduling conflicts and enforce time protection principles

• Travel & Logistics (End-to-End Ownership)

• Plan and book domestic and international travel (flights, hotels, transport)
• Manage complex itineraries across multiple time zones
• Handle visa coordination, documentation, and travel requirements
• Resolve travel disruptions quickly and independently
• Ensure all travel is efficient, cost-conscious, and friction-free

• Personal & Operational Support

• Manage personal errands, appointments, and administrative tasks
• Coordinate household or property-related vendors and maintenance
• Source, vet, and manage external suppliers and contractors
• Obtain quotes, compare options, and execute decisions when appropriate
• Support ad-hoc personal projects requiring research or coordination

• Execution & Follow-Through System

• Convert loose task lists into structured execution plans (owner, next step, deadline)
• Track all outstanding actions across business and personal domains
• Follow up relentlessly with external stakeholders until completion
• Maintain a “done / pending / waiting-on” system for full visibility
• Ensure accountability across vendors, partners, and service providers

• Financial & Operational Administration

• Support basic expense tracking and reconciliation
• Organize receipts, reimbursements, and documentation
• Assist COO with operational coordination as needed
• Help track recurring obligations and administrative cycles

• Systems & Operating Rhythm

• Maintain a simple but disciplined operating system (Notion or equivalent):
• Daily priorities dashboard
• Waiting-on / follow-up tracker
• Calendar of key dates and commitments
• Travel log and itinerary history
• Monthly recurring tasks and obligations
• Documented task history and completion tracking
• Support weekly founder preparation by ensuring inputs are gathered, decisions are clearly framed, and open loops are tracked.
• Context & Relationship Management (Optional but Valuable)
• Maintain lightweight memory of key relationships and stakeholders
• Track prior interactions, preferences, and sensitivities
• Help prevent duplicated outreach or miscommunication
• Support continuity across conversations and projects

Requirements

• Prior experience as an Executive Assistant to a founder, CEO, or senior executive
• Strong ability to operate independently with minimal supervision
• Excellent written and spoken English
• High level of organization and attention to detail
• Strong judgment and ability to prioritize under pressure
• Comfortable managing both business and personal tasks
• Experience handling calendars, inboxes, and complex scheduling
• Resourceful problem solver with strong initiative
• Ability to maintain confidentiality at all times
• Comfortable in a fast-paced, direct communication environment
• Emotionally resilient and able to handle direct feedback constructively

Ideal Candidate Profile

• The ideal candidate is a high-agency operator who thrives in ambiguity and execution-heavy environments.
• They are proactive, fast-moving, and comfortable making decisions without constant validation. They understand that their job is not to “manage tasks,” but to own outcomes and remove friction from the founder’s life and work.
• They are highly reliable, structured in their thinking, and able to switch between business and personal support seamlessly.
• This role is best suited to someone who values autonomy, accountability, and execution excellence over traditional corporate structure or process-heavy environments.