Executive Assistant

Industry: Veterinary Healthcare Startup (Tech-Enabled)

Location: Remote

Schedule: PST (Pacific Standard Time)

Working Hours: Full-Time (40 hours/week, aligned with PST business hours)

About the Company

We are supporting a fast-growing, tech-enabled veterinary startup focused on delivering modern, high-quality pet care. The company has a collaborative team of 16 and is scaling quickly. As growth accelerates, leadership needs strong operational support to ensure administrative, HR, and compliance responsibilities are handled efficiently and accurately.

This is an urgent hire for someone who can step in quickly and bring structure, organization, and responsiveness to the executive team.

Role Overview

The Executive Assistant will serve as a right-hand support to leadership, ensuring inboxes, calendars, documentation, and compliance-related tasks are managed proactively. The ideal candidate is highly organized, discreet, tech-savvy, AI-proficient, and comfortable handling sensitive information. You must be able to respond quickly, follow structured processes, and reduce administrative bottlenecks.

Key Responsibilities

Executive Support

• Manage inbox and calendar with a fast-response standard
• Prioritize and flag urgent communications
• Draft and send professional email responses on behalf of leadership

Document & Compliance Management

• Organize agreements and documentation in Google Drive
• Track and follow up on legal paperwork and compliance items
• Support HR and documentation workflows to prevent tasks from falling through the cracks

Internal Coordination

• Coordinate across departments to ensure follow-ups are completed
• Maintain task trackers and accountability systems
• Assist in managing internal administrative processes

Recruiting & Research Support

• Conduct LinkedIn sourcing and outreach using a provided checklist
• Support recruitment coordination as needed
• Conduct research to assist leadership decision-making

Client Communication Support

• Send professional client follow-up emails (no calls required at this time)

Requirements

Qualifications

• 3+ years experience as an Executive Assistant or senior administrative professional
• Strong inbox and calendar management experience
• Experience organizing documents and workflows in Google Drive
• Comfortable handling confidential and sensitive information
• Tech-savvy and proficient with AI tools (ChatGPT, automation tools, etc.)
• Strong written English communication skills
• Detail-oriented with strong follow-through
• Experience with LinkedIn sourcing or recruiting support is a plus
• Self-starter who thrives in a fast-paced startup environment

Ideal Candidate

You are calm under pressure, proactive, highly organized, and able to anticipate needs. You bring structure where there is chaos and ensure nothing falls through the cracks. You are discreet, reliable, and comfortable working directly with leadership in a growing company.

Benefits

• Collaborative and supportive work environment.
• Opportunity to grow with a company.
• Stable, long-term remote work opportunity.
• Health Insurance (Maxicare HMO) after 3 months probationary period