Senior Executive Assistant
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Job Description
Executive Assistant supporting two co-founders at a fast-paced, Series B technology company. Managing inboxes, calendar, travel logistics, and preparing meeting documents.
Responsibilities:
- 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
- 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
- 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
- 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
- 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
- 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
Requirements:
- 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
- Notion (documentation, meeting prep, internal workflows)
- Slack (internal communication)
- Google Workspace (Gmail, Calendar, Docs)
- Zoom (external meetings and coordination)
- Experience supporting globally distributed leadership teams
- Familiarity with startup operating rhythms and fast-scaling environments
- 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
Benefits:
- 100% REMOTE
- $50 birthday bonus
- $200 testimonial bonus
- $300 tenure bonus every 6 months
- $500 entry monthly raffle
- NO TRACKER. NO PROBLEM
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