Executive Assistant

Job Summary

We are looking for an experienced Executive Assistant to provide high-level support to a founder balancing an early-stage business with a busy personal life. You’ll own calendar and inbox management, travel planning, bill and invoice organization, and file management across both business and personal matters. The ideal candidate is a seasoned EA who has supported senior leaders before, writes exceptionally well, handles sensitive information with discretion, and can recommend smart tools and systems to keep everything running smoothly.

Key Responsibilities

• Manage the executive’s calendar, scheduling meetings, setting reminders, and keeping business and personal commitments clearly organized
• Coordinate a shared calendar with a family member to align schedules and avoid conflicts
• Triage and organize the inbox, separating business and personal correspondence and flagging priority items
• Plan and coordinate travel, including flights, accommodations, itineraries, and logistics
• Handle routine bill payments from a designated account and keep invoices and bills organized
• Consolidate statements and financial documents (e.g., credit card records) for the accountant
• Build and maintain a secure, well-organized file system for business and personal documents
• Recommend and set up tools and a tech stack for calendar, file management, secure document sharing, and task tracking
• Draft clear, professional correspondence on the executive’s behalf
• Provide end-of-day updates on completed tasks and upcoming priorities

Mandatory Skills

• Several years of experience as an Executive Assistant supporting senior executives or founders
• Excellent written English with the ability to write professional, natural-sounding correspondence without relying on AI-generated content
• Strong calendar, inbox, and travel management experience
• Experience handling bill payments, invoices, and financial document organization
• Proficiency in Google Workspace and/or Microsoft 365
• Strong discretion and experience handling confidential and financial information securely
• Reliable, detail-oriented, and able to work independently
• Strong communication skills with a proactive, anticipate-the-need mindset

Preferred Skills

• Experience recommending, setting up, and maintaining productivity tools and systems for an executive
• Familiarity with secure file-sharing and password management tools (e.g., encrypted vaults, 1Password, LastPass)
• Experience supporting startups or early-stage businesses
• Background supporting both business and personal (family office style) needs
• Experience working with U.S.-based executives
• Ability to manage multiple projects and priorities simultaneously

Why Join Us

This is an opportunity to become a trusted right hand to an experienced leader building something new and exciting. You’ll have real ownership over how things are organized and the tools we use, with strong potential for the role to grow as the business does.

Work Schedule

Monday to Friday, 4 hours per day, Pacific Time