Job Description

Executive Assistant

The Executive Assistant serves as the operational backbone for founders, CEOs, and senior leadership teams in fast-paced startup environments. This role goes beyond traditional administrative work—you'll manage time, systems, and communication while anticipating needs before they arise, driving alignment across priorities, and enabling executives to focus on strategy, partnerships, and growth. This is a high-trust, high-autonomy position perfect for someone who thrives on solving operational challenges and is excited by the opportunity to scale into Chief-of-Staff–level responsibilities.

Your efforts will maximize executive leverage by managing time, tasks, and communication with precision. You'll build and maintain operational systems that enhance clarity and efficiency across the organization. Acting as a communication hub, you'll ensure updates, deliverables, and follow-ups never slip through the cracks. You'll drive accountability through structure, tools, and proactive problem-solving while continuously evolving operational workflows through automation and process improvement.

Executive Support & Communication (35%)

• Manage executive calendars, inboxes, and priorities to ensure maximum productivity (aim for inbox zero)
• Draft, proof, and send professional internal and external communications on behalf of leadership
• Prepare meeting briefs, agendas, and follow-ups ensuring executives are always context-ready
• Coordinate meetings with internal and external stakeholders across multiple time zones
• Manage task lists and close 90%+ of delegated items within 48 hours
• Track deadlines, commitments, and action items to ensure timely execution
• Maintain proactive oversight of ongoing projects to ensure on-time delivery

Operational Systems & Workflow Management (30%)

• Maintain dashboards and documentation in Notion, Asana, and other internal tools
• Create, update, and refine SOPs to improve consistency and operational efficiency
• Build structure around recurring workflows through automation and process mapping
• Monitor task completion and reduce recurring errors or missed deadlines
• Streamline recurring workflows and support cross-functional operational processes
• Facilitate team communication, shared workspaces, and progress tracking systems
• Support operations including vendor coordination and task management

Calendar, Travel & Administrative Coordination (20%)

• Own complex calendar management including internal meetings, external calls, and priority-based scheduling
• Coordinate and book travel arrangements (flights, hotels, transportation) with detailed itineraries
• Handle inbox triage: flag urgent messages, draft replies, file emails, and ensure nothing slips through
• Support legal and administrative documentation (routing forms, signatures, deadline tracking)
• Coordinate personal appointments, reservations, and occasional household/vendor support as needed
• Protect executive time by managing schedule conflicts and ensuring adequate focus time

Research, Documentation & Strategic Projects (15%)

• Conduct industry, competitor, and market research to support executive decision-making
• Compile concise briefs, summaries, and actionable insights from research
• Manage internal communications such as weekly team updates and stakeholder notes
• Research new tools and AI automations to improve operational speed and accuracy
• Support reporting on performance metrics, market trends, and strategic opportunities
• Identify potential issues early and propose proactive solutions
• Assist with special projects including light due diligence and business development initiatives

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