Executive Assistant

Employment Type: Full time independent contractor
Work Model: Remote
Work Hours: US work hours

Role Overview

We are seeking a highly reliable self-starting Executive Assistant to support two founders across an established software company and a new AI product launch.

This role exists tooffload operational execution allowing founders to focus on strategy product and growth. The right candidate is not task-dependent or reactive they anticipate needs build systems and close loops without supervision.

The ideal candidate is a proactive self-starter who executes reliably with minimal supervision anticipates needs and builds systems to ensure nothing falls through the cracks.

If you require heavy direction frequent reminders or step-by-step management this role will not be a fit.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars scheduling and time zone coordination

• Coordinate internal and external meetings

• Draft edit and manage professional communications

• Prepare agendas take meeting notes and distribute follow-ups

• Track action items and ensure timely completion

• Arrange travel and logistics as needed

Operational Management

• Build and maintain systems to track tasks and workflows

• Develop and document SOPs proactively

• Ensure accurate follow-through on deliverables

• Identify and escalate potential issues before they become problems

Company Support

AI Product (Majority Focus 8090%)

• Manage investor (VC) outreach and scheduling

• Track investor pipeline and follow-ups

• Support product launch coordination

• Assist with onboarding early design customers

Established SaaS Business (1020%)

• Support ongoing operational and administrative needs

• Manage routine communications and coordination

Required Qualifications

• Prior experience supporting founders or senior executives

• Strong professional English with the ability to adjust tone for investors vendors and customers

• Demonstrated ability to manage tasks independently and close loops without supervision

• Experience in startup or fast-paced environments preferred

• Strong proficiency with modern productivity and collaboration tools

• Comfort using AI tools/LLMs to enhance workflow efficiency

Core Competencies

• Reliability & Follow-Through:Consistently tracks and completes tasks without reminders

• Attention to Detail:Strong self-review habits; catches errors before materials are shared

• Judgment & Initiative:Knows when to act independently versus escalate

• Organizational Skills:Builds systems rather than relying on memory

• Proactive Problem-Solving:Identifies missing information and resolves issues independently

• Basic Numeracy:Comfortable managing time zones and spotting inconsistencies

What Success Looks Like

• Meetings are scheduled and managed seamlessly

• Communications are polished and sent on time

• Action items are tracked and completed without prompting

• Operational details are handled independently

• Founders can focus on strategic work without administrative interruptions

Required Experience:

IC