Executive Assistant

We are looking for a proactive and detail-oriented Executive Assistant. If you take pride in precision, organization, and making sure everything runs seamlessly behind the scenes — this role is for you.

Executive Support & Communication

• Manage calendars across multiple time zones
• Screen and draft responses to emails
• Take meeting minutes, track action items, and ensure timely follow-ups
• Anticipate needs and proactively prepare materials ahead of meetings or travel
• Prepare and consolidate reports, presentations, and other documents to support decision-making

Operations & Company Support

• Maintain and organize company documentation and database (Notion workspace, website content, FAQs, guides, shared drives, etc.)
• Track project deadlines and deliverables
• Coordinate with internal teams and external partners, managing communications and follow-ups
• Research and compile information on potential vendors, partners, affiliates, or key contacts, organizing findings into clear summaries or lists for decision-making
• Manage recurring administrative tasks such as scheduling team meetings, reporting, and coordinating events or gifts
• Assist with expense tracking, reimbursements, invoices, and coordination with accounting

Travel & Personal Support

• Process visas, passports, and other travel documentation requirements
• Arrange flights, accommodation, and ground transportation
• Prepare detailed itineraries to ensure smooth travel experiences
• Coordinate business and personal travel
• Manage personal appointments (healthcare, childcare, etc)
• Handle family calendars and reminders
• Maintain and organize digital files (e.g. insurance, medical records)

• 2+ years of experience as an Executive Assistant, Personal Assistant, or similar role
• Excellent written and verbal communication skills
• Strong organizational skills and a high attention to detail
• Tech-savvy with experience using tools like:
  • Notion (documentation, guides, team resources)
  • Airtable (tracking/reporting)
  • Linear (project management tool)
  • Loom (asynchronous updates and communication)
• Comfortable working in a remote-first, startup environment
• Discreet, professional, and trustworthy with sensitive information

Bonus points

• Previous startup experience
• Strong project management or operations background