Executive Assistant to Founder (Part-Time | Startup Environment)
Part-Time | Remote | U.S. Business Hours (PST Overlap Required)
About the Role
We’re hiring a highly organized and proactive Executive Assistant to support a Founder with daily operations, communication, scheduling, and workflow management.
This role is ideal for someone who:
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Thrives in fast-paced startup environments
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Loves bringing structure and organization to chaos
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Can manage calendars, inboxes, and follow-ups independently
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Communicates clearly and professionally
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Uses AI tools to improve speed and efficiency
You’ll act as a key operational partner between:
✅ the Founder
✅ clients
✅ internal teams
ensuring nothing slips through the cracks.
This is not a passive admin role — it requires ownership, responsiveness, and strong execution.
What You’ll OwnCalendar & Inbox Management-
Manage the Founder’s:
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calendar
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scheduling
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priorities
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daily coordination
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Monitor and respond to emails professionally
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Prioritize critical communication and follow-ups
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Ensure schedules stay organized and conflict-free
Meeting Coordination-
Schedule and coordinate meetings with:
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clients
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vendors
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internal teams
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Prepare agendas, meeting context, and notes
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Ensure meetings run smoothly and efficiently
Post-Meeting Follow-Ups-
Send:
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meeting summaries
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action items
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next steps
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Track follow-through and accountability across stakeholders
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Ensure tasks are completed on time
Client Onboarding & Operations-
Coordinate onboarding for new clients
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Collect required documents, assets, and information
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Maintain organized communication throughout onboarding
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Act as a central coordination point between all parties
CRM & Administrative Management-
Maintain accurate CRM records in:
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HubSpot
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or similar platforms
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Log communication, activities, and notes consistently
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Support operational admin tasks including:
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travel coordination
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expense tracking
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vendor communication
AI Tools & Workflow Efficiency-
Use tools such as:
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ChatGPT
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Claude
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Perplexity
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Draft emails, summaries, research, and operational documents
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Improve communication speed and workflow efficiency using AI
What We’re Looking ForMust-Haves-
Experience supporting:
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founders
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executives
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leadership teams
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Startup or fast-paced company experience
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Strong written English communication skills
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Proficiency with:
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Google Workspace
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Slack
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HubSpot or CRMs
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Comfortable with:
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Loom
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Tella
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async communication tools
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Intermediate to advanced AI tool usage
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Strong organization and follow-through
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Ability to work independently without constant oversight
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Experience with:
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Notion
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Obsidian
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Airtable
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Canva
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Calendly
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SavvyCal
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SignWell
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Agency or small team environment experience
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Client onboarding or customer operations experience
What a Typical Day Looks Like-
Manage and prioritize the Founder’s inbox and calendar
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Coordinate meetings and client communication
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Prepare meeting notes and track follow-ups
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Update HubSpot and operational systems
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Support onboarding workflows for new clients
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Draft communication and research using AI tools
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Handle operational and administrative coordination tasks
In short:
You keep the Founder organized, responsive, and focused while ensuring operations run smoothly behind the scenes.
Success Looks Like-
Well-organized calendars and inboxes
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Smooth meeting coordination and follow-ups
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Accurate and clean CRM management
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Fast and professional client onboarding
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Reliable operational execution and communication
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High trust from leadership and stakeholders
Why This Role Stands Out-
Direct collaboration with a Founder
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High ownership and visibility
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Exposure to startup operations and workflows
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Opportunity to use modern AI tools daily
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Flexible remote environment
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Fast-moving and highly impactful role
Interview Process-
Initial Phone Screen
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Recruiter Interview
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Client Interview
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Offer & Onboarding
Apply Now
If you:
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Love organization and operational support
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Thrive in startup environments
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Are proactive and highly detail-oriented
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Enjoy helping leaders stay focused and efficient
This role is a strong fit for you.
