Senior Executive Assistant

Overview
We are seeking a highly experienced Executive Assistant to support two co-founders at a
fast-paced, Series B technology company. This role will report directly to the Chief of Staff and is
designed to significantly increase leadership leverage through exceptional organization, proactive
execution, and strong judgment.
The ideal candidate has prior experience supporting startup executives, thrives in ambiguity,
adapts quickly to changing priorities, and is comfortable operating with minimal hand-holding while
maintaining high standards.

Core Responsibilities
Executive Inbox & Communication Management
● Manage inboxes for two co-founders, including:
○ Inbox sweeping multiple times per day
○ Clearing spam and low-priority emails
○ Flagging emails requiring leadership input
○ Identifying emails to be drafted or escalated
● Maintain a clean, actionable inbox structure aligned with executive preferences
● Ensure timely follow-ups and clear ownership of next steps

Calendar Management & Scheduling
● Own complex calendar management for both executives, including:
○ Scheduling internal and external meetings
○ Managing shifting priorities and last-minute changes
○ Ensuring appropriate buffers and focus time
● Align scheduling with pre-defined daily and weekly routines
● Adapt schedules as executives travel or work across time zones

Travel Planning & Logistics
● Prepare travel proposals including:
○ Flight options
○ Hotel recommendations
○ Travel itineraries and supporting documents
● Coordinate bookings once approved
● Ensure executives are fully prepared ahead of travel

Meeting Preparation & Follow-Ups
● Create meeting prep documents (primarily in Notion) for external meetings, including:
○ Background on attendees
○ Context, goals, and talking points
○ Relevant notes, links, and reference material
● Track meeting outcomes and ensure follow-ups are captured and actioned

LinkedIn & Executive Presence Support
● Monitor executive LinkedIn activity, including:
○ Responding to comments and engagement on daily posts
○ Supporting early engagement windows to maximize reach
● Maintain awareness of inbound messages or relevant activity requiring escalation
● No content creation required — focus is on monitoring and engagement

Daily Reporting & Process Adherence
● Send daily updates to the Chief of Staff outlining:
○ Outstanding inbox items
○ Pending tasks or follow-ups
○ Key risks or items needing attention
● Follow a structured daily EA routine while remaining flexible between priority blocks
● Continuously improve documentation and workflows as needed

Ideal Candidate Profile:
• 3–5+ years of Executive Assistant experience
• Prior experience in startup or high-growth environments
• Highly adaptable, proactive, and detail-oriented
• Comfortable creating and refining processes where SOPs evolve
• Strong written communication and executive judgment
• Able to operate with urgency while maintaining accuracy and discretion

Required Experience:
• Notion (documentation, meeting prep, internal workflows)
• Slack (internal communication)
• Google Workspace (Gmail, Calendar, Docs)
• Zoom (external meetings and coordination)

Nice to Have:
• Experience supporting globally distributed leadership teams
• Familiarity with startup operating rhythms and fast-scaling environments

Success in This Role Looks Like:
• Executives start each day fully prepared, informed, and focused
• Inbox and calendar friction is significantly reduced
• Meetings are consistently well-prepared and actionable
• The Chief of Staff gains meaningful bandwidth and confidence in delegation

Why Join Assist World?

100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM