Executive Assistant (Startup Operations)

Role Description

We're looking for an Executive Assistant (Startup Operations) to support the founder and team at a fast-moving AI marketing technology company. You will own calendar management, travel coordination, general operations, revenue tracking support, and RFP documentation across a lean, high-output team where no two days look exactly the same.

This is a broad, hands-on role. You will be booking flights and hotels one hour and chasing down a client invoice the next. If you are highly organized, proactive, comfortable operating across a wide range of administrative and operational tasks, and take pride in keeping a fast-moving founder and team running without friction, this role is a strong fit.

Qualifications

• Proven experience as an Executive Assistant, Operations Assistant, or similar role supporting a founder, CEO, or senior executive
• Strong organizational skills with the ability to manage multiple priorities across calendar, travel, operations, and finance simultaneously
• Excellent written and verbal English communication skills with a professional and responsive tone
• Comfortable managing vendor relationships, operational logistics, and administrative tasks independently
• Detail-oriented with strong follow-through on billing, scheduling, and document accuracy
• Self-directed and proactive with the ability to anticipate needs and act without being asked
• Comfortable working in a fast-paced startup environment where scope evolves and priorities shift quickly

Requirements

• Travel Coordination
• Book and manage flights, hotels, and ground transportation for the founder and team across multiple time zones
• Build detailed travel itineraries that account for time zones, meeting schedules, and logistics
• Handle last-minute changes, cancellations, and rebooking efficiently and without disrupting the team's schedule
• Calendar and Meeting Management
• Own the founder's calendar end to end including scheduling, conflict resolution, and meeting preparation
• Coordinate internal team meetings, external partner calls, and client engagements
• Ensure the calendar reflects the right priorities and that the founder is prepared for every commitment
• General Operations Support
• Manage recurring operational tasks including office rent, internet and utilities, insurance claims, and vendor relationships
• Coordinate with external service providers and ensure operational needs are handled proactively
• Support the team with ad hoc administrative and operational requests as they arise
• Revenue Tracking and Billing Support
• Oversee revenue tracking and ensure client invoices are accurate, complete, and sent on time
• Follow up on outstanding invoices and flag billing discrepancies or delays to the appropriate team member
• Maintain organized records of billing activity and payment status
• RFP and RFI Document Support
• Research, compile, and fill out required information fields for RFP and RFI submissions
• Coordinate internally to gather the right information and ensure submissions are accurate and on time
• Maintain a library of reusable content and standard responses to streamline future submissions

Benefits

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires availability during US business hours
• Work directly with the founder of a high-growth AI technology company
• High-ownership, high-variety role with real operational responsibility from day one

Nice to Have

• Experience supporting a founder or executive at an early-stage or high-growth technology company
• Background in revenue operations, billing coordination, or client invoicing
• Experience managing RFP or RFI submissions in a B2B technology or services environment
• Familiarity with tools such as Notion, Google Workspace, Slack, or similar productivity platforms
• Prior experience coordinating international travel across multiple time zones

How to Apply

Please include:

• Your updated resume
• A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a founder or senior executive, and walking through how you manage competing priorities across calendar, travel, and operations simultaneously

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are organized, proactive, and want to be the operational backbone for a founder building something real in AI marketing technology, this role gives you the variety and the direct impact to do your best work.