Executive Assistant

About the Role: 

We are seeking a highly capable Executive Assistant to act as a trusted right-hand operator to the founder.

The EA will be responsible for ensuring that tasks are executed quickly, correctly, and independently—often with incomplete information and shifting priorities. The role requires strong judgment, initiative, and the ability to operate without hand-holding.

This is a high-trust, high-autonomy role where success is defined by outcomes, not activity. The EA will be expected to anticipate needs, remove bottlenecks, and ensure nothing falls through the cracks.

The founder operates at a fast pace, communicates directly, and expects strong execution standards. The ideal candidate is calm under pressure, resilient to direct feedback, and focused on solving problems rather than escalating them.

Core Responsibilities

1. 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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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.

8. 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