Executive Operations Partner

Executive Operations Partner

Location: Remote Type: Full-Time IC Schedule: Must maintain at least 4+ hours of daily overlap with US Eastern Time Growth Path: Structured 6- and 12-month performance reviews, with compensation progression tied to growth and expanding operational ownership

We are a founder-led mindfulness and clinical methodology organization serving founders, executives, and high-performing professionals. Our work spans meditation practice, operational methodology, retreats, educational content, and research initiatives.

We are an early-stage startup, which means we are still building the plane while flying it. Systems are being created from scratch, priorities shift quickly, and the people who thrive here are the ones who move fast, take ownership, and bring clarity to ambiguity rather than waiting for it to resolve on its own.

About the Role

The founder needs to reclaim significant operational bandwidth — and this role exists to make that happen. But this is not a traditional Executive Assistant search, and it is not an administrative seat.

We are looking for a proactive, resourceful operator with real get-up-and-go: someone who does not wait for direction, but instead identifies what needs to happen, brings solutions, and drives it forward. You will start by supporting the founder directly while owning select operational workflows from day one, and the role is intentionally designed to grow into broader operational leadership over time.

Just as important: we want someone who builds. The strongest fit for this role uses modern AI tools not just to stay organized, but to create — standing up lightweight systems, automating recurring work, supporting our digital and website needs, and turning messy processes into repeatable ones. You do not need to be a software engineer. You do need to be the kind of person who sees a manual, repetitive problem and thinks, "I can build something to fix that."

If you thrive in fast-moving, still-forming environments, communicate directly, escalate early, and genuinely enjoy bringing structure to chaos, this role will give you room to grow quickly.

Key Responsibilities

Executive Support

• Manage complex scheduling, calendar coordination, and meeting logistics
• Prepare agendas, notes, follow-ups, and operational documentation
• Support inbox management and communication prioritization
• Coordinate travel, retreat logistics, and event planning
• Track deadlines, commitments, and action items across multiple workstreams
• Anticipate the founder's needs and proactively reduce day-to-day friction

Operations & Systems Ownership

• Build scalable systems and SOPs that reduce recurring administrative workload
• Identify inefficiencies and recommend process improvements before being asked
• Support execution across multiple active initiatives simultaneously
• Monitor projects, timelines, and deliverables to ensure follow-through
• Escalate blockers, risks, and concerns early and directly

Technical & AI-Enabled Execution

• Use AI tools and automation to build lightweight solutions and speed up execution
• Support website updates and basic digital needs without requiring a dedicated technical hire
• Automate repetitive workflows and connect the tools the business already uses
• Rapidly learn and adopt new tools, then put them to work

Project & Workflow Coordination

• Help drive multiple concurrent initiatives, including retreats, founder and executive client support, content and media projects, research operations, and internal systems development
• Keep projects organized, documented, and moving forward with minimal oversight
• Coordinate communication and follow-up across stakeholders, vendors, and collaborators

Required Qualifications

• 4+ years of Executive Assistant, operations, or founder-support experience
• Direct experience supporting founders, executives, or startup leadership
• Clear, easily understood spoken and written English, with comfort operating in US business environments
• A genuine bias toward action — proactive, resourceful, and comfortable moving fast
• Demonstrated ability to use AI tools to build, automate, or improve workflows
• Systems thinker who naturally spots patterns, inefficiencies, and prevention opportunities
• Comfort operating in ambiguity and fast-changing environments
• Strong judgment around prioritization and escalation
• Proficiency with Asana, Google Workspace, Slack, and Notion

Preferred Qualifications

• Background in wellness, mindfulness, coaching, therapy, or mission-driven work
• Light website building, no-code, or basic technical familiarity
• Experience building systems and workflows from scratch
• Familiarity with Calendly, Xero, and Fireflies
• Exposure to research coordination or research operations

Ideal Candidate Profile

You are:

• Proactive and scrappy — you bring solutions, not just questions
• Fast-moving and energized by pace, without losing attention to detail
• A builder at heart who reaches for AI and automation instinctively
• Calm under pressure and highly accountable
• A strong, direct communicator who escalates early
• Naturally curious, growth-oriented, and excited by ownership

What Success Looks Like

• The founder gains meaningful operational bandwidth and clarity
• Recurring administrative work shrinks as you build better systems
• Bottlenecks get identified and solved before they become problems
• Projects move forward consistently without heavy oversight
• The role evolves into broader operational leadership over time

Compensation & Benefits

• Structured 6- and 12-month compensation and growth reviews
• Additional performance- and retention-based bonus opportunities
• A clear long-term path into expanded operations or Chief of Staff–style responsibilities

Why Join Us

This role is built for someone who wants to grow with the organization, not just fill a seat. You will get early-stage ownership, direct access to the founder, and a real runway to expand into operational leadership as you prove yourself. If you want to build, take ownership, and grow fast, this is that opportunity.