Executive Assistant

About the Role

Were looking for a highly organized and proactive Executive Assistant to support both of our Co-Founders with day-to-day inbox management scheduling travel coordination and administrative tasks. This is a high-trust role that requires strong judgment attention to detail and the ability to communicate professionally on behalf of senior leadership.

Work Structure & Requirements

• Location: Remote / Virtual
• Schedule: Part-time to start with potential to grow
• Time Zone: Must be available during EST/Toronto business hours
• Compensation: $7 USD per hour

Key Responsibilities

1. Inbox Management

• Triage and flag urgent vs. FYI emails for both Co-Founders
• Draft and send routine replies meeting confirms thank-yous scheduling back-and-forth
• Manage a needs Founder voice folder for anything investor talent or partner-facing
• Unsubscribe and clean up noise; manage newsletters
• Track follow-ups that havent received a response

2. Scheduling & Calendar Management

• Manage calendars across time zones and coordinate meetings
• Protect buffer time and no-meeting blocks
• Send agendas and reminders ahead of key calls
• Reschedule or decline on the Founders behalf per their rules of engagement

3. Travel Booking

• Book flights hotels and ground transport for conferences investor trips and retail meetings
• Build and share trip itineraries (single doc/PDF per trip)
• Track points and loyalty programs
• Handle changes and cancellations; collect expense receipts tied to each trip

4. Data Entry & Admin

• Update CRM records and maintain trackers (AP aging vendor payment plans cap table notes) inputting only not judgment calls
• Document filing and folder organization (Drive hygiene)
• Distribute meeting notes and action items

Required Skills & Experience

• Experience: Prior experience as an Executive Assistant VA or senior admin supporting founder-level or executive leadership
• Communication: Exceptional written English able to draft professional replies that represent the Founders accurately
• Organization: Strong calendar and inbox management instincts; comfortable managing competing priorities across two executives
• Tools: Google Workspace (Gmail Drive Calendar); CRM familiarity a plus
• Profile: Discreet proactive detail-oriented and comfortable working independently with minimal daily oversight