Executive & Personal Assistant to Founder & CEO - 21491

somewhere; United States; Remote; USD 78,000 - 100,000; Full time

Job summary

Remote Executive & Personal Assistant to Founder & CEO sought to optimize the founder's time across multiple businesses. Role blends executive support with personal coordination, project work, and AI-enabled systems building.

The candidate will reduce day-to-day noise, organize priorities, and ensure tasks reach completion while maintaining discretion. The position requires 3+ years supporting senior leaders, strong English communication, and a proactive, asset-building approach.

Qualifications

• 3+ years supporting a founder, CEO, entrepreneur, or senior executive
• Near-native written and verbal English with professional communication
• Demonstrated AI and automation fluency beyond basic prompting
• Strong project-management and organizational skills
• Highly proactive and self-directed in a fast-moving environment
• Absolute discretion with confidential matters
• Full-time availability with strong overlap with U.S. business hours
• Typing speed 40+ WPM

Responsibilities

• Own the founder's inbox and calendar, protecting his time
• Turn a busy multi-business week into clear priorities with deadlines
• Prepare meeting briefs, capture action items, track commitments
• Organize information for quick decision-making
• Coordinate across multiple businesses and serve as a liaison
• Identify bottlenecks and drive outcomes to completion
• Escalate input when needed and close the loop
• Build AI-enabled workflows and systems

Skills

Executive support

Project coordination

AI & automation fluency

English communication

Discretion & trust

Organization & prioritization

High ownership

Job description

Executive & Personal Assistant to Founder & CEO

Location: Remote (strong U.S. time-zone overlap required PST) Employment Type: Full-time, dedicated — 40 hours/week Compensation: Per month USD, commensurate with experience and capability Reports To: Founder & CEO, directly

About the Company

We are a growing portfolio of U.S.-based companies across the health, fitness, and wellness industries. The portfolio includes multi-location fitness businesses in multiple U.S. markets — including one expanding from four to six locations — alongside specialized wellness businesses.

The founder leads each business hands-on and invests deeply in his people; several key team members have been with him for eight-plus years. This is a high-trust, high-standards environment built on ownership, initiative, accountability, and genuine care for the work.

About the Role

This is a newly created role: the founder's first fully integrated professional-and-personal right hand. This is more than a traditional Executive Assistant position. It combines executive and personal support with project coordination, cross-functional execution, and AI-enabled systems building.

Running several companies at once, the founder needs one trusted person who can reduce the day-to-day noise, organize priorities, coordinate across his businesses and personal life, and take delegated outcomes through to the finish line.

You will work closely with the founder's existing executives, partners, employees, advisors, vendors, and other resources. Your job is not to personally do everything. It is to understand the desired outcome, determine who and what is needed, coordinate execution, follow up, remove bottlenecks, and close the loop without requiring the founder to remain in the middle.

The goal is not to add another person to manage. It is to create leverage and build structure that progressively reduces how much the founder has to manage.

Key Responsibilities

Executive Support & Prioritization

• Own the founder's inbox and calendar, protecting his time and keeping him ahead of what matters
• Turn a busy, multi-business week into clear priorities, with decisions, deadlines, and red-flag items surfaced first
• Prepare meeting briefs, capture action items, track commitments, and ensure follow-through
• Organize information so the founder can make decisions quickly without having to find the information himself

Cross-Functional Execution

• Coordinate across multiple businesses and serve as a trusted liaison to executives, partners, employees, advisors, vendors, and other key personnel
• Learn who owns what across the founder's existing ecosystem and activate the right people and resources to accomplish objectives
• Turn delegated outcomes into clear owners, next steps, deadlines, and follow-up
• Identify stalled initiatives, missing information, and bottlenecks, and drive them toward resolution
• Escalate to the founder when his input is genuinely required — not simply because the next step is unclear
• Own the loop until the desired outcome is completed

Personal & Life Management

• Coordinate personal appointments, travel, transportation, reservations, and logistics
• Manage personal administration, household/property matters, bills, documents, vendors, research, and remote errands
• Coordinate with local or in-person resources when something cannot be completed remotely
• Bring the same organization, discretion, and follow-through to the founder's personal life as you do to his businesses

AI, Automation & Systems

AI capability is a core expectation of this role, not a bonus.

• Identify and build AI-enabled workflows and automations that reduce manual work and executive involvement
• Use AI for research, communication, meeting preparation, reporting, project management, documentation, and decision support
• Help build and maintain the founder's AI operating system — including reusable prompts, frameworks, custom GPTs/agents, knowledge bases, SOPs, automations, and workflows
• Capture the founder's recurring processes, communication preferences, and decision frameworks so they become increasingly repeatable and scalable
• Document systems so they are durable, transferable, and maintained within founder/company-controlled accounts wherever possible
• Continually ask: Can this be automated, delegated, templated, systemized, or eliminated?

Knowing how to use ChatGPT or Claude is not enough. We are looking for someone who understands how to combine AI + automation + systems + people to create real leverage.

Required Qualifications

• 3+ years supporting a founder, CEO, entrepreneur, or senior executive as an Executive Assistant, Personal Assistant, Executive Business Partner, or Chief-of-Staff-style right hand
• Near-native written and verbal English with clear, professional, confident communication
• Demonstrated AI and automation fluency beyond basic prompting; be prepared to walk through systems or workflows you have actually built
• Strong project-management and organizational skills, with the ability to coordinate multiple people without formal authority over them
• Highly proactive and self-directed, with the judgment to determine what needs doing and move it forward
• Comfortable with ambiguity and a fast-moving, founder-led environment
• Absolute discretion and trustworthiness with confidential personal and business matters
• Full-time availability, dedicated to this role, with strong overlap with U.S. business hours
• Typing speed of 40+ WPM at 95%+ accuracy

Preferred Qualifications

• Experience supporting a founder with multiple businesses or operating in a multi-entity environment
• Exposure to health, fitness, wellness, medical practices, private equity, real estate, or other entrepreneurial businesses
• Project or operations management experience, including process documentation
• Light bookkeeping or financial coordination
• CRM, lead-management, social media, or personal-brand coordination experience
• Experience building AI agents, custom GPTs, knowledge systems, or no-code/low-code automations
• A track record of long tenure with prior employers

Ideal Candidate Profile

You are:

• Highly organized and proactive — you anticipate needs rather than waiting for instructions
• High ownership, low ego — no reasonable task is beneath you, but you are capable of operating well above basic task execution
• A closer — assigning a task or sending an email is not completion; you follow through until the outcome is achieved
• A resourceful coordinator — you know how to work through other people and existing resources rather than trying to do everything yourself
• A systems-builder — you turn recurring work into documented, repeatable processes
• AI-native — you naturally look for ways AI and automation can improve how work gets done
• A strong communicator — comfortable interacting with executives, partners, employees, vendors, and personal contacts on the founder's behalf
• Discreet and dependable — someone the founder can trust with both his businesses and his personal life
• Interested in the long term — motivated to learn how the founder thinks and become increasingly valuable over time

You understand the difference between delegation and abdication. When the founder says, "Take care of this," your instinct is to determine the desired outcome, identify the right people and resources, coordinate the work, follow up, solve what you can, surface what genuinely requires his decision, and take it through the finish line.

Why Join Us

• Work directly with a successful entrepreneur across multiple growing businesses
• Become a trusted right hand rather than simply an administrative support function
• Build AI and operating systems from the ground up
• Gain significant autonomy as trust develops
• Work with a founder who invests in and develops key people
• Grow your responsibility as the portfolio expands
• Build a long-term partnership in a highly trusted role

Success in this position is not measured by how busy you are. It is measured by how much friction, mental load, coordination, and follow-up you remove from the founder’s life — and how reliably the things delegated to you reach the finish line.