Executive and Operations Assistant

Job Description

We're looking for an Executive and Operations Assistant to support a busy principal across calendar management, administrative operations, vendor coordination, and recurring business tasks. You will be a trusted partner who keeps things running behind the scenes, handles sensitive information with full discretion, and takes ownership of operational responsibilities without needing to be followed up.

This is a high-trust role. The right candidate is someone who is organized, reliable, and professional in every interaction — someone the principal can hand things off to with full confidence that they will be handled correctly and on time. If you are a strong communicator who takes initiative, manages details without dropping them, and understands that discretion and dependability are non-negotiable in this kind of role, this 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 Monday through Friday, 9 AM to 5 PM US Eastern Time
• High-trust, high-ownership role with direct access to the principal
• Stable, long-term position with clear responsibilities and consistent work

What You'll Work On

Calendar and Scheduling

• Manage the principal's calendar including scheduling meetings, appointments, and calls
• Send reminders and ensure the principal is prepared for upcoming commitments
• Coordinate logistics for meetings and handle reschedules or conflicts proactively

Administrative Support

• Handle day-to-day administrative tasks including email management, document organization, and correspondence
• Draft, review, and send communications on behalf of the principal as needed
• Maintain organized records and files that are easy to access and always current

Operations and Vendor Coordination

• Submit monthly product orders and track delivery and fulfillment accurately
• Coordinate with vendors, suppliers, and service providers on recurring and ad hoc tasks
• Follow up on open items and ensure operational tasks are completed on time without being prompted

Research and Special Projects

• Conduct research on topics, vendors, or opportunities as requested and present findings clearly
• Support special projects and one-off tasks as they arise
• Anticipate needs and stay ahead of recurring responsibilities without waiting to be asked

What You Bring

• Proven experience as an Executive Assistant, Personal Assistant, or Operations Assistant supporting a senior professional or executive
• Excellent written and verbal English communication skills with a professional and polished tone
• High level of discretion and reliability when handling sensitive information and confidential tasks
• Strong organizational skills with the ability to manage multiple priorities simultaneously without dropping details
• Self-directed and proactive with the ability to take ownership of tasks and see them through to completion
• Comfortable working independently in a fully remote environment
• Available Monday through Friday from 9 AM to 5 PM US Eastern Time

Nice to Have

• Experience supporting a founder, entrepreneur, or senior executive in a lean or startup environment
• Background in operations, procurement, or vendor management
• Familiarity with tools such as Google Workspace, Notion, Slack, or similar productivity platforms
• Experience managing recurring administrative or operational workflows

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a senior executive or principal, and explaining how you manage competing priorities and ensure nothing falls through the cracks

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are organized, trustworthy, and want a stable long-term role where your reliability and attention to detail directly make someone else more effective, this role gives you the ownership and the direct access to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.