Position: Executive Assistant (Project & Operations Support Focus)Location: Remote (must have significant overlap with EST working hours)
Type: Full-Time
Industry: Service-Based Business (Confidential)
About the RoleWe are looking for a proactive, detail-oriented
Executive Assistant to directly support the founder and occasionally assist other team members. This is not your traditional EA role focused on calendars and travel-this position is more operational in nature, acting as a
right hand and project partner to help move initiatives forward, distill information, and execute key tasks with a bias for action.
If you're a calm, confident communicator who thrives in a fast-paced, dynamic environment-and you're the kind of person who naturally takes initiative to figure things out and make things better-we'd love to hear from you.
What You'll Do- Project Coordination & Support
Work closely with the founder to track action items, drive follow-ups, and help manage small projects from start to finish. - Meeting Support
Join meetings, take detailed notes, capture next steps, and ensure follow-ups are executed. You'll be responsible for distilling complex conversations into clear, simple takeaways and actions. - Communication & Outreach
Draft and send professional communications on behalf of the founder. This includes follow-ups, status check-ins, and customer or vendor outreach via email or phone. - Inbox & Information Triage
Help manage email correspondence, flag priority items, and handle inquiries where appropriate. - Light Operational & Financial Tasks
Assist with building basic trackers, budgets, and operational checklists. A high-level understanding of business and finance is important to keep pace with internal conversations. - Process Optimization & AI Tools
Help streamline systems and processes, leveraging AI tools or lightweight automations to improve team efficiency and personal organization.
Who You Are- An Excellent Communicator
Clear, calm, and confident in both written and verbal communication. You're a great listener, emotionally intelligent, and able to navigate conversations with professionalism and empathy. - Action-Oriented & Resourceful
You don't wait to be told what to do-you figure things out. Comfortable calling vendors, emailing stakeholders, jumping on support calls, or researching solutions independently. - Process-Driven & Tech-Savvy
You love organizing chaos into systems and enjoy experimenting with productivity tools, automation, and AI to make operations run smoother. - Business-Literate
While not a finance expert, you're comfortable understanding budgets, metrics, and business terminology, and can participate in high-level business conversations with confidence. - Service-Oriented with Backbone
You bring a collaborative "here to help" energy-but you also know how to push things forward, get what's needed, and advocate for the team in a professional and friendly manner. - Reliable & Discreet
You handle sensitive information with care and can be trusted to follow through, follow up, and represent the founder's voice with integrity.
Requirements- Minimum 3 years in an Executive Assistant, Operations Coordinator, or similar role
- Excellent English communication skills
- Strong familiarity with Google Workspace, project management tools (e.g. Notion, ClickUp, or similar), and modern productivity tools
- Experience supporting senior leadership or founders preferred
- Available for at least 5-6 hours overlap with EST working hours
Nice to Have- Experience working in or supporting service-based businesses
- Interest in AI tools like ChatGPT, Notion AI, Zapier, or similar platforms
- Prior experience handling client communications or customer success tasks