Executive Assistant (Startup Operations)

Description

Summary: This Executive Assistant role supports a founder and team in AI marketing technology, managing operations, calendar, travel, revenue, and RFPs in a fast-paced environment. Highlights: 1. High-ownership, high-variety role with real operational responsibility 2. Work directly with the founder of a high-growth AI technology company 3. Support a fast-moving team running without friction We're looking for an **Executive Assistant (Startup Operations)** to support the founder and team at a fast\-moving AI marketing technology company. You will own calendar management, travel coordination, general operations, revenue tracking support, and RFP documentation across a lean, high\-output team where no two days look exactly the same. This is a broad, hands\-on role. You will be booking flights and hotels one hour and chasing down a client invoice the next. If you are highly organized, proactive, comfortable operating across a wide range of administrative and operational tasks, and take pride in keeping a fast\-moving founder and team running without friction, this role 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 during **US business hours** * Work directly with the founder of a high\-growth AI technology company * High\-ownership, high\-variety role with real operational responsibility from day one What You'll Work On**Travel Coordination** * Book and manage flights, hotels, and ground transportation for the founder and team across multiple time zones * Build detailed travel itineraries that account for time zones, meeting schedules, and logistics * Handle last\-minute changes, cancellations, and rebooking efficiently and without disrupting the team's schedule **Calendar and Meeting Management** * Own the founder's calendar end to end including scheduling, conflict resolution, and meeting preparation * Coordinate internal team meetings, external partner calls, and client engagements * Ensure the calendar reflects the right priorities and that the founder is prepared for every commitment **General Operations Support** * Manage recurring operational tasks including office rent, internet and utilities, insurance claims, and vendor relationships * Coordinate with external service providers and ensure operational needs are handled proactively * Support the team with ad hoc administrative and operational requests as they arise **Revenue Tracking and Billing Support** * Oversee revenue tracking and ensure client invoices are accurate, complete, and sent on time * Follow up on outstanding invoices and flag billing discrepancies or delays to the appropriate team member * Maintain organized records of billing activity and payment status **RFP and RFI Document Support** * Research, compile, and fill out required information fields for RFP and RFI submissions * Coordinate internally to gather the right information and ensure submissions are accurate and on time * Maintain a library of reusable content and standard responses to streamline future submissions What You Bring* Proven experience as an Executive Assistant, Operations Assistant, or similar role supporting a founder, CEO, or senior executive * Strong organizational skills with the ability to manage multiple priorities across calendar, travel, operations, and finance simultaneously * Excellent written and verbal English communication skills with a professional and responsive tone * Comfortable managing vendor relationships, operational logistics, and administrative tasks independently * Detail\-oriented with strong follow\-through on billing, scheduling, and document accuracy * Self\-directed and proactive with the ability to anticipate needs and act without being asked * Comfortable working in a fast\-paced startup environment where scope evolves and priorities shift quickly Nice to Have* Experience supporting a founder or executive at an early\-stage or high\-growth technology company * Background in revenue operations, billing coordination, or client invoicing * Experience managing RFP or RFI submissions in a B2B technology or services environment * Familiarity with tools such as Notion, Google Workspace, Slack, or similar productivity platforms * Prior experience coordinating international travel across multiple time zones How to Apply Please include: * Your **updated resume** * A **short Loom video (1 to 2 minutes)** introducing yourself, describing your experience supporting a founder or senior executive, and walking through how you manage competing priorities across calendar, travel, and operations simultaneously **Only candidates who submit a Loom video will be moved to the next step of the hiring process.** If you are organized, proactive, and want to be the operational backbone for a founder building something real in AI marketing technology, this role gives you the variety and the direct impact to do your best work.