Executive Assistant

Full-time Independent Contractor (remote)
Experience Level: MidSenior (5 years supporting founders/entrepreneurs)
Time Zone: US business hours
Language: Excellent written and spoken English (non-negotiable)

Role Overview

We are seeking an exceptional Executive Assistant to serve as the central hub for both our business operations and personal lives.

This is not a typical assistant role. We need a proactive assertive independent thinker who anticipates needs solves problems and executes without hand-holding. You must be comfortable pushing things forward and managing us when necessary to avoid blocking progress.

Required Background & Personality

• 5 years supporting multiple busy founders/entrepreneurs

• Experience in lean fast-moving unstructured startup environments

• Comfortable wearing many hats and figuring things out independently

• Assertive communicator who leads with best practices

• Proactive executor not reactive

• Entrepreneurial mindset; thinks like a business owner

Core Responsibilities

1. Recruiting & Contractor Management

• Post roles across LinkedIn Upwork Fiverr Indeed Facebook groups and online communities

• Actively source candidates using filters and outbound outreach

• Write compelling job posts and outreach messages

• Create role-specific interview questions

• Conduct screening interviews and analyze candidate calls

• Deliver organized shortlists with clear recommendations

• Negotiate rates and terms

• Fully manage contractor relationships end-to-end

2. Project & Operations Management

• Build and manage a central task hub (ClickUp Notion Asana or similar)

• Act as primary manager for contractors and service providers

• Provide proactive daily/weekly status reports

• Follow up relentlessly to keep projects moving

• Manage competing priorities and define what matters most

• Coordinate with billing providers (phone carriers insurance IRS recruiting back-end etc.)

• Maintain document storage communication channels and password systems

3. Social Media & Personal Brand (LinkedIn Primary)

• Research and build LinkedIn content strategy

• Audit and update LinkedIn profiles

• Draft and schedule LinkedIn posts (target: 2 per day)

• Create simple graphics in Canva

• Engage via comments connection requests and DMs

• Track and report performance metrics

Later Phase:

• Launch and manage newsletter (Beehive or similar)

• Support YouTube research scripting editing AI repurposing

• If needed source and manage video editing contractors

4. Research & Business Support

• Conduct business model research and brainstorming

• Identify and outreach to potential mentors

• Prepare tailored questions for mentor calls

• Research courses books experts

• Take courses summarize and implement learnings

• Personal brand research and strategy support

• (Bonus) Offer creation and ideation support

5. Client & Administrative Support

• Organize Google Drive OneDrive Smartsheets

• Edit and create Excel Word and presentation materials

• Manage administrative tasks across Zoho LinkedIn Email Upwork

• Maintain cloud storage and course uploads

• Inbox and calendar management

• Ensure bookkeeping is completed on time

• Manage receipts and ad hoc expense reports

Personal Support Responsibilities

A significant portion of this role includes managing our personal lives.

Home & Lifestyle

• Manage groceries chef coordination Amazon returns

• Create schedules for in-person assistant

• Schedule appointments and reservations

• Organize meditation content

Research & Planning

• Product research and gift purchasing

• Travel planning (flights hotels full itineraries)

• Moving research and coordination

• Event/conference research and booking

• Wedding planning support (Dominican Republic)

Vendor Sourcing & Vetting

• Source and screen home service providers

• Conduct interviews and deliver vetted shortlists

• Ongoing coordination and relationship management

Dog & Miscellaneous

• Vet and manage trainers and appointments

• List and manage Facebook Marketplace items

Essential Qualities

• Exceptionally proactive and independent

• Highly organized project manager

• Strong recruiting capability

• Detail-obsessed; polished error-free work

• Clear frequent communicator with proactive updates

• Scrappy and resourceful in unstructured environments

• Fast efficient reliable and capable of deep focused work

• AI-savvy but discerning uses tools intelligently and vets outputs

What Success Looks Like

• Minimal direction required; tasks move forward without follow-up

• Projects run smoothly without our involvement

• Issues flagged early with researched solutions

• Flawless polished execution

• End-to-end recruiting handled independently

• Clear digestible status updates provided proactively

• Our lives feel noticeably easier

• Complete trust in judgment and execution

What We Want to Avoid

Do not submit candidates who are:

• Inexperienced supporting founders

• Reactive or needing micromanagement

• Poor at follow-through

• Dependent on AI without judgment

• Frequently requiring revisions

• Easily distracted or unable to focus deeply

• Reluctant to push for what they need

Tools & Platforms

Experience with or willingness to learn:
LinkedIn ClickUp/Notion/Asana Upwork Fiverr Gmail/Outlook Canva Instacart ChatGPT/Claude/Perplexity/Fathom Beehive OneDrive/SharePoint Zoho Smartsheets Microsoft Office.

Required Experience:

IC