Remote Executive Assistant to Founder, AI Startup

Swiftbuild.ai; United States; Remote; USD 65,000 - 90,000; Full time

Job summary

Swiftbuild.ai is seeking an Executive Assistant to directly support our founder across operational, administrative, and business tasks in a fast-moving, small team. The role requires initiative, discretion, and the ability to manage calendars, proposals, and vendor relationships in a growing company.

You will coordinate travel, prepare briefing materials, and help with onboarding as the team scales. Proficiency with AI tools and Google Workspace is essential, and you must thrive with shifting

Qualifications

• Experience supporting a founder, preferably at a startup.
• Ability to handle confidential business information.
• Proficient with AI tools and able to apply judgment.
• Experience with Google Workspace, Outlook, Slack, and Asana.
• Excellent organizational skills and reliability.

Responsibilities

• Coordinate scheduling across clients, vendors, partners, and government stakeholders.
• Track deadlines and deliverables across proposals, contracts, and active projects.
• Assemble and format materials for proposals, presentations, and client deliverables.
• Prepare briefing materials ahead of meetings and track action items afterward.
• Chase documents, signatures, and answers from internal and external parties, and follow through until they arrive.
• Maintain organized records of contracts, agreements, and business documentation.
• Manage vendor accounts, subscriptions, renewals, and related administrative work.
• Support recurring technical and administrative tasks across the software tools the company runs on.
• Conduct research and compile findings on prospects, competitors, vendors, and other business questions.
• Support hiring and onboarding logistics as the team grows.
• Coordinate travel, conference, and event logistics.
• Handle confidential business materials with care and discretion.
• Take on whatever else comes up that does not specifically require the founder.

Skills

Executive support

Startup experience

Confidential handling

AI tools proficiency

Tech-savvy

Proactive communication

Independent judgment

Tools

Google Workspace

Outlook

Slack

Asana

Job description

Swiftbuild.ai is seeking an Executive Assistant to directly support our founder across operational, administrative, and business tasks in a fast-moving, small team. The role requires initiative, discretion, and the ability to manage calendars, proposals, and vendor relationships in a growing company.

You will coordinate travel, prepare briefing materials, and help with onboarding as the team scales. Proficiency with AI tools and Google Workspace is essential, and you must thrive with shifting