Remote Executive Assistant (Operations & Light Finance Support)

Job Description

We are seeking a highly organized, emotionally intelligent Executive Assistant (EA) to support a Founder operating across consulting, investing, and advisory work in a security-sensitive environment. This role is designed for someone who thrives in structured onboarding, values clarity and trust, and can grow into broader operational and personal support over time.

Rather than overwhelming a new hire with dozens of responsibilities, this role follows a focused delegation model: in the first month, you will take ownership of 3–5 core processes, with responsibilities expanding as trust and alignment are built.

You will work closely with the Founder and an EA Manager through a four-week training program supported by documented SOPs, recorded walkthroughs, and weekly feedback loops.

Location: This is a fully remote position.

Job Type: Full-Time

Salary: 1,000-1,600 (based on experience)

Requirements

• 3+ years as an Executive Assistant, Operations Assistant, or Client-Facing Project Manager
• Strong emotional intelligence and sound judgment
• Comfortable working in security-sensitive, high-trust environments
• Highly organized but adaptable to fluid schedules
• Proactive, detail-oriented, and calm under ambiguity
• Experienced with process documentation and SOP-driven work
• Confident using modern productivity tools (especially Notion)
• Technical Requirements: Reliable high-speed internet, modern laptop with multi-core processor, noise-canceling headset

Key Responsibilities

Executive & Email Support

• Triage and summarize high-priority emails while the Founder retains oversight
• Organize inboxes using a four-folder system (Action Needed, Follow-Up, If Interested, Read Later)
• Highlight time-sensitive items, scheduling requests, and critical decisions
• Draft emails using a “transfer delegation” model (draft → review → send), progressively increasing autonomy
• Maintain discretion and judgment in a privacy-conscious environment

Calendar & Meeting Management

• Own meeting scheduling logistics, confirmations, and coordination
• Manage meeting windows, buffer times, and protected focus blocks
• Anticipate scheduling needs using an “ideal week” framework
• Handle logistics such as locations, parking details, and time-zone coordination

Task & Workflow Management (Notion)

• Use Notion as the single source of truth for:
• Tasks and priorities
• SOPs and process documentation
• Backlog and weekly progress tracking
• Capture tasks quickly via inbox workflows
• Present updates and open items during weekly check-ins
• Continuously refine SOPs based on real-world execution

Light Bookkeeping & Financial Admin

• Support light bookkeeping in QuickBooks, including:
• Expense categorization
• Income matching
• Invoice processing
• Follow documented workflows, including client-specific security requirements
• Maintain accuracy and consistency to reduce financial admin backlog

Future Scope (As Trust Builds)

• Personal administrative support (e.g., appointments, routine logistics)
• Family calendar coordination and travel support
• Contract and document package preparation
• Project coordination and operational support across business initiatives

Nice to Have

• Experience supporting founders, consultants, or executives in regulated or confidential environments
• Light bookkeeping or finance admin experience
• Background in client-facing PM or operations roles
• Growth-oriented mindset with interest in expanding responsibilities

Benefits

• International experience
• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months