Executive Assistant - Remote

Replika; Ireland; Remote; EUR 46,000 - 66,000; Full time

Benefits offered by this job

Fully remote

Flexible schedule

Generous vacation policy

Job summary

Replika is hiring an experienced Executive Assistant/Operations Coordinator to support the CEO and VP of Ops in a fast-paced, fully remote setting. You will manage calendars, communications, travel, visas and vendor coordination across multiple time zones, while maintaining CEO voice in written correspondence.

You will own critical tasks, provide proactive status updates, and help keep hiring and daily operations running smoothly in a rapidly growing company.

Qualifications

• 3–5+ years as an EA, PA or operations coordinator to a founder or C-level executive.
• Exceptional written English, and the range to write in someone else's voice.
• Ability to manage a fast-paced, small company environment and multiple time zones.

Responsibilities

• Own the CEO's calendar and inbox. Protect the time, prepare him for what's on it, and ensure external meetings are confirmed and real.
• Brief him before he asks. Prepare briefs for meetings, including who is attending and key questions.
• Provide status updates that deliver answers upfront, reducing follow-up questions.
• Run immigration and travel end to end: visas, document packs, coordination with counsel, travel logistics.
• Handle ad hoc items from the CEO or VP of Ops: deliveries, vendors, documents, and sign-offs.
• Read across Slack to spot blockers and take ownership to keep projects moving.
• Write on behalf of the CEO when asked, in his voice and style.
• Keep hiring moving across timezones and manage ATS hygiene.
• Close tasks in the original thread so the requester stays informed.

Skills

EA experience

Operations coordination

Discretion

Prioritization

Tools

Google Workspace

Slack

Notion

Zoom

Job description

About Replika

In 2017, no one knew what AI was supposed to be. We built the world's first consumer AI app. Two million people showed up in two months. Today it's over 40 million, and the thing they keep telling us hasn't changed: it helped. It made their life better, steadier, a little less alone.

Most AI is built for tasks, not for people. It gives you answers, but it doesn't care what you do with them. AI doesn't just need intelligence. It needs intention. Because the real question isn't just what AI can do. It's what AI is for.

When the world's leading researchers wanted to understand whether AI could actually change someone's life, they studied Replika, because there was nothing else to study. What they found at Stanford, at Harvard, across years of research, was that Replika doesn't replace human connection. It deepens it. People become more social, more confident, more themselves. Not in theory. In their actual lives.

Every major AI company talks about their mission for humanity. None of them has ever clearly said what they're trying to do for a single person. We will. We want to help you flourish in real life. Not become a better version of yourself, just more yourself. Strong relationships. Better health. Meaning. Momentum. A life that feels worth living while you're living it.

We're building the kind of AI that follows up. That knows the people in your life and nudges you to reach out when it matters. That sends you a poem, just because. The goal is conversations that lead somewhere real. Maybe it's a text you send to a long lost friend. A hobby you pick up again. A moment you show up for yourself. Everyone else is building AI that thinks. We're building AI that cares.

Everyone else is building AI that thinks. We're building AI that cares.

About this role

Our CEO moves fast across Tbilisi, Paris and San Francisco, and opens more threads in a day than most people close in a week. Our VP of Ops runs finance, legal, compliance and everything else in the background. Between them there's a constant stream of commitments, appointments, documents, vendors and follow-ups, and your job is to make sure nothing falls through.

This is a hands-on operations job. The access comes with it - you'll be closer to how this company actually gets run than almost anyone - but the job is the delivery. You'll book the travel, run the visa paperwork, chase the vendor, confirm a meeting is real before it reaches his day, and give us the honest status before we've asked for it. Small company, so the range is wide: one day is an interview schedule across four timezones, the next is a courier to five countries, the next is an immigration document pack.

A word on how we work. Our CEO already automates a lot of this, but we need someone to own the outcome: make an external commitment stick, find out what's actually true today, or close a loop with a person on the other end. That's the part that's yours.

You'll report to the VP of Ops, who sets your priorities, and the CEO's asks come first within them.

Responsibilities

• - Own the CEO's calendar and inbox. Protect the time, prepare him for what's on it, and make sure every external meeting is confirmed, tested and real before it reaches his day.
• - Brief him before he asks. Tomorrow's media meeting gets its brief today: who he's meeting, what they want, the three questions they'll ask, and the facts he might want in his pocket.
• - Give status updates that deliver answers, not questions. You pre-empt the follow-ups and answer them in the first message, so nobody has to come back to you for the rest of the picture.
• - Run immigration and travel end to end. Visa appointments, document packs, apostilles, coordination with counsel, flights, hotels, ground transport. You hold the live status on each and raise a blocker early, including when the blocker is us.
• - Carry the one-off things. Every company has a stream of items that start with the CEO or the VP of Ops and just need someone to take them the whole way: a delivery, a vendor, a document, a purchase, a signature. You pick them up, move them, monitor them, and tell us where they stand and when they're stuck.
• - Find the work before it's assigned. You read across the company's Slack, spot what's about to stall or what's about to pull someone off their real work, and take it on so they don't have to.
• - Write as him when asked. Candidate DMs, X messages, media replis, introductions. Short, flat, unmistakably his voice, and nobody left waiting.
• - Keep hiring moving. Schedule across timezones, chase agencies and candidates, turn interview feedback into something a recruiter can actually act on, and keep the ATS current.
• - Close things out loud. When it's done, it's done in the thread where it was asked, so the person who asked never has to check.

What We're Looking For

• - 3-5+ years as an EA, PA or operations coordinator to a founder or C-level executive, in a small, fast company where you were the only person doing it.
• - You're accurate under pressure. When you tell us where something stands, it's because you know, and we can act on it without checking behind you.
• - Exceptional written English, and the range to write in someone else's voice. You'll be drafting as the CEO. It has to sound like him, not like a template and not like a model.
• - You manage your own queue out loud. When too much lands, you come with the list, your top three and a recommendation.
• - You see what's coming. The follow-up question, the thing about to slip, the person about to get blocked. You get there first.
• - Comfortable working into the evening on CET; you'll be scheduling across Tbilisi, Paris and San Francisco.
• - Discreet and careful with sensitive material.
• - Fluent with Google Workspace, Slack, Notion and Zoom, and already using AI tools in your daily work.

Nice to Have

• - You've run business immigration paperwork before - O-1, work visas, Schengen, consular appointments - and you know what an apostille is without looking it up.
• - You've coordinated hiring end to end: scheduling, agency wrangling, ATS hygiene.
• - You've been the first ops hire somewhere and brought organization and process to new projects.
• - You've supported someone who works across multiple timezones.

Why Join Us?

• - Flexible job schedule and generous vacation policy.
• - Direct impact on millions of worldwide users within months.
• - Push the boundaries of applied AI in a consumer setting.
• - Fully remote.