Executive Assistant to Founder

TL;DR

Executive Assistant to Founder (Administration): Supporting a founder with daily operations, scheduling, and workflow management with an accent on organization and communication. Focus on managing complex calendars, coordinating client onboarding, and utilizing AI tools for operational efficiency.

Location: Remote (Must be based in Colombia, Mexico, Costa Rica, Brazil, or Jamaica)

Company

A fast-paced startup environment focused on operational excellence and modern workflow efficiency.

What you will do

• Manage the Founder's calendar, inbox, and daily priorities to ensure organized and conflict-free scheduling.
• Coordinate meetings with clients, vendors, and internal teams, including preparing agendas and meeting notes.
• Handle post-meeting follow-ups by sending summaries, action items, and tracking stakeholder accountability.
• Lead client onboarding processes by collecting required documents and assets and maintaining communication.
• Maintain accurate CRM records in HubSpot and support administrative tasks such as travel and expense tracking.
• Leverage AI tools like ChatGPT, Claude, and Perplexity to draft documents and improve communication speed.

Requirements

• Experience supporting founders, executives, or leadership teams.
• Previous experience working in a startup or fast-paced company.
• Strong written English communication skills.
• Proficiency with Google Workspace, Slack, and HubSpot or similar CRMs.
• Comfortable using async communication tools such as Loom and Tella.
• Ability to overlap with U.S. Business Hours (PST).

Nice to have

• Familiarity with Notion, Obsidian, Airtable, Canva, Calendly, SavvyCal, or SignWell.
• Experience in an agency or small team environment.
• Background in client onboarding or customer operations.

Culture & Benefits

• Direct collaboration and high visibility with the Founder.
• Flexible remote work environment.
• High ownership and impactful role within a fast-moving startup.
• Opportunity to use and integrate modern AI tools into daily professional workflows.

Hiring process

• Initial Phone Screen.
• Recruiter Interview.
• Client Interview.
• Offer & Onboarding.