Executive Assistant

Summary

Join our client's team as a highly proactive and resourceful Executive Assistant, acting as the strategic right hand to the Founder of multiple fast-moving ventures. This role goes beyond typical assistant duties; you will be embedded across all businesses, managing projects, organizing workflows, ensuring team accountability, and driving special initiatives. You will be responsible for executive support, project coordination, process optimization, special projects, and communication. The ideal candidate thrives in dynamic environments and excels at optimizing workflows. This fully remote position offers a unique opportunity to make a significant impact on a growing set of businesses.

Requirements

• 2+ years of experience as a Chief of Staff, Executive Assistant, or in similar operational support roles
• Proactive and resourceful with the ability to anticipate needs before they arise
• Process-obsessed and comfortable cleaning up messy systems to create order from chaos
• Strong communication skills, both written and verbal, especially for async updates via Slack and Loom
• Familiarity with AI/automation tools like ChatGPT, Zapier, Airtable, or Notion AI
• Ability to work with e-commerce, agency, or startup environments
• Fluency in English, with bilingual skills in Spanish
• Strong organizational skills and ability to manage multiple projects effectively
• Excellent attention to detail and ability to prioritize tasks effectively
• Experience working with remote teams and managing multiple stakeholders
• Comfortable with both operational support and strategic project management

Responsibilities

• Serve as the founder’s chief of staff, helping them prioritize, stay focused, and ensure productivity
• Own the founder’s calendar, inbox, and communication filtering, ensuring minimal distractions and maximum focus
• Push forward projects across multiple companies, ensuring smooth execution and accountability
• Coordinate with internal teams, freelancers, and vendors, ensuring seamless collaboration across all moving parts
• Document and optimize workflows, SOPs, and recurring processes, particularly inside tools like ClickUp, Slack, and Loom
• Identify bottlenecks and proactively propose fixes before they become problems
• Take on special projects, from product launches to process troubleshooting, and implement AI/automation solutions
• Conduct research and suggest improvements or tools that can increase efficiency across operations
• Draft internal communications, prep materials, and ensure the founder’s voice is clear and consistent across all communications
• Follow up with team members to ensure momentum and reduce the need for micro-management
• Light personal scheduling, travel arrangements, and one-off errands (10-20% of time)

Preferred Qualifications

Experience with ClickUp, Slack, Google Workspace, Loom, and AI tools is preferred (including your preferred stack)