Executive Assistant

Job Title: Executive Assistant
Position Type: Part-Time
Working Hours: U.S. Business Hours

About the Role

We are looking for a proactive and highly organized Executive Assistant to support a Founder in managing daily operations, communication, and workflows.

This role focuses on calendar and inbox management, meeting coordination, client onboarding, and operational support. You will act as a key connector between the founder, clients, and internal teams, ensuring everything runs smoothly.

The ideal candidate thrives in a fast-paced startup environment, takes ownership, and communicates clearly and efficiently.

Responsibilities

Calendar & Inbox Management

• Manage the founder’s calendar, scheduling, and daily priorities.
• Monitor and respond to emails, ensuring timely and professional communication.
• Prioritize messages and ensure nothing critical is missed.

Meeting Coordination

• Schedule, reschedule, and coordinate meetings with clients and internal teams.
• Prepare agendas, notes, and context before meetings.
• Ensure meetings run smoothly without conflicts.

Post-Meeting Follow-Ups

• Send meeting summaries, action items, and next steps after calls.
• Track follow-ups and ensure timely execution of tasks.
• Maintain accountability across stakeholders.

Client Onboarding

• Coordinate onboarding processes for new clients.
• Collect required assets and information from clients.
• Maintain clear and consistent communication throughout onboarding.

Operational Support

• Act as the coordination point between the founder, clients, and internal teams.
• Ensure seamless communication and workflow across all stakeholders.
• Support day-to-day operational needs as required.

CRM Management

• Maintain accurate and up-to-date records in HubSpot or similar CRM.
• Log activities, notes, and communication history consistently.
• Ensure CRM hygiene and organization.

Administrative Support

• Handle administrative tasks such as travel bookings, expense tracking, and vendor coordination.
• Support both business and occasional personal tasks for the founder.

AI Tools Utilization

• Use AI tools such as ChatGPT, Claude, and Perplexity for drafting, summarizing, and research.
• Improve efficiency and quality of communication using AI tools.

What Makes You a Perfect Fit

• You have experience supporting a founder or senior executive.
• You are highly organized and can manage multiple priorities effectively.
• You communicate clearly and professionally in written English.
• You are proactive and take ownership without needing constant direction.
• You are comfortable working in a fast-paced, startup environment.

Required Experience & Skills (Must-Haves)

• Proven experience as an Executive Assistant or similar role supporting leadership.
• Experience working in a startup or fast-paced company environment.
• Strong proficiency with Google Workspace (Gmail, Calendar, Drive).
• Experience using Slack or similar communication tools.
• Hands-on experience with HubSpot or other CRM systems.
• Comfortable using Loom, Tella, or similar tools for asynchronous communication.
• Strong written communication skills with high attention to detail.
• Intermediate to advanced experience using AI tools (ChatGPT, Claude, Perplexity).
• Ability to manage schedules, inboxes, and workflows independently.
• Availability for 15–20 hours per week with required PST overlap.

Nice-to-Have Experience & Skills

• Experience using tools such as Notion, Obsidian, or similar documentation tools.
• Familiarity with Airtable, Canva, SignWell, Calendly, or SavvyCal.
• Experience working in agency or small team environments.
• Experience supporting client onboarding or customer-facing operations.

What Does a Typical Day Look Like?

An Executive Assistant’s day focuses on keeping the founder organized and ensuring operations run smoothly.

You will manage the calendar and inbox, coordinate meetings, prepare notes, follow up on action items, support client onboarding, update CRM records, and handle administrative tasks. You will also use AI tools to draft communication and streamline workflows.

In essence: you ensure the founder stays organized, responsive, and focused while keeping operations efficient and structured.

Key Metrics for Success (KPIs)

• Accuracy and organization of calendar and inbox management.
• Timeliness and quality of meeting coordination and follow-ups.
• Client onboarding efficiency and communication quality.
• CRM accuracy and consistency of updates.
• Responsiveness and reliability in daily operations.

Interview Process

• Initial Phone Call Screening
• Recruiter Interview
• Client Interview
• Offer & Onboarding