About
This role places a vetted admin/executive operator with a fast-moving founder, executive, or leadership team that needs someone who can actually run things. You will serve as a proactive, outcome-focused operator who manages an executive's business end to end: calendar, communications, projects, and workflows, with minimal direction and maximum impact.
Expectations are clear, the bar is high, and the support is real. This is dedicated, full-time work designed for meaningful impact, stability, and professional growth. Not freelance, not temporary.
Responsibilities
Inboxes, calendars, scheduling, and follow-ups; end to end
Every open loop: who owes what, by when, and the nudge before the deadline
Executive-ready documents, briefs, meeting prep, and follow-up summaries
Cross-functional tasks, timelines, and priorities; kept moving without being asked
Domestic and international travel: flights, hotels, and itineraries
Research that lands as a recommendation, not a folder of links
Light operations, project management, and reporting
Communication flow across your executive's team, clients, and vendors
Personal and administrative support when work and life blur for founders, they always do
SOPs and workflows: build them, maintain them, improve them
Daily AI use (Claude, ChatGPT, and others) to draft, summarize, and research; plus finding new ways to apply it
Qualifications
3+ years supporting an executive, founder, or leadership team directly
Excellent written and spoken English; you'll be drafting in someone else's voice
Fluent in Google Workspace or the like, plus at least one project management tool (Asana, ClickUp, Notion, Monday) and one comms stack (Slack, Teams)
Strong AI tool literacy; comfortable using AI to draft, summarize, and speed up daily work
Comfortable being told "figure it out" and coming back with a plan instead of a question
Judgment about what's urgent versus what's merely loud and the confidence to make that call
Discretion. You'll see numbers, contracts, and conversations that don't leave the room.
Adaptable across leadership styles, including the messy ones
Reliable internet with backup connectivity, a quiet workspace, and real overlap with your client's core hours
Who We're Looking For
You've never been the person who asks what to do next.
You spot the thing before it becomes a problem, and you've usually handled it by the time anyone thinks to bring it up. Your executive doesn't wonder whether something got done, because you closed the loop before they had the chance to wonder.
You think in second-order consequences.
Moving the 2pm isn't moving the 2pm; it's the flight, the prep doc, and the person who's been waiting three days on the answer that meeting was supposed to produce. You don't just execute the instruction. You check whether the instruction still makes sense.
You own outcomes, not tasks.
When something breaks on your watch, you're the first to say so, and you bring the fix already drafted. No hiding, no waiting for it to be noticed.
You outwork the room quietly. Not performatively.
No 11pm messages sent for visibility. You simply get more done than people expect, consistently, without anyone needing to check.
Tools and Apps
Productivity & Docs: Google Workspace, Microsoft Workspace (must-have)
Project Management: at least one of Asana, ClickUp, Notion, or Monday (must-have)
Communication: at least one of Slack or Teams (must-have)
AI & Research: Claude, ChatGPT, and other AI tools (must-have)
Benefits
Competitive salary
Paid US holidays
Paid wellness days
Health and wellness allowance
Monthly profit sharing
Long-term placement with real growth
Continuous upskilling in AI, operations, and executive support
Dedicated success coaching and community support