Senior Executive and Personal Assistant to Founder – US Hours, Travel
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Job Description
Executive Assistant managing schedules and communication flow for a founder and family. Coordinating logistics, vendor relationships, and travel in a high-trust environment.
Responsibilities:
- Manage personal and business calendar with strong prioritization and protection of focus time
- Coordinate meetings across time zones, confirm details, prep agendas/briefs, and ensure follow-ups happen
- Review incoming emails daily and keep inboxes organized (labels, rules, triage)
- Draft replies in the executive’s voice, escalate urgent items, and close loops
- Handle inbound calls and messaging (screen, route, respond, and document next steps)
- Manage personal social media profiles and inbound messages (DMs/comments)
- Track conversations and ensure follow-ups are not missed
- Execute the 'culture calendar' for the family and team members (birthdays, anniversaries, holidays, gifts, key moments)
- Keep reminders and planning organized so nothing is last-minute
- Help manage the team’s tech stack (accounts, permissions, subscriptions, renewals)
- Basic troubleshooting and coordination with vendors/support
- Use AI tools to accelerate drafting, summarizing, research, and SOP creation
- Manage personal vehicles and properties: utilities, vendor sourcing/management, scheduling maintenance
- Track insurance policies, renewals, and key documents
- Own vendor relationships and negotiate pricing/terms where possible
- Plan and book travel, build clean itineraries, handle changes quickly
- Support events and in-person meetings as needed
- Support Spouse with various tasks as needed (coordination, research, scheduling, vendor calls, follow-ups)
Requirements:
- 5+ years of experience as an Executive Assistant / Senior EA / assistant to C-level leaders (CEO/Founder/COO/CRO, etc.)
- Strong written and spoken English (professional, concise, high accuracy)
- Proven experience managing:
- Complex calendars
- Inbox triage and drafting executive communications
- Travel planning and itineraries
- Vendor management and negotiation experience (you have personally negotiated pricing/terms)
- Strong tech competence across common tools:
- Google Workspace and/or Microsoft 365
- Slack/Zoom/Teams
- Project/task tools (Asana, ClickUp, Notion, Airtable, etc.)
- Comfort using AI tools for productivity (research, drafting, summaries, SOPs)
- High discretion: comfortable handling sensitive personal and business information
- Reliable internet, professional working setup, and strong follow-through
Benefits:
- $1,500 USD Monthly starting salary
- $12,000 Per Year in Bonus Opportunities
- Flexible Schedule
- Paid Travel
- Tech Stack Allowance
- Executive Level Training Opportunities
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