Executive Assistant (Startup Operations)

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.

Why You'll Want to Join

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

What You'll Work On

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

What You Bring

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

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.