Executive Assistant - AI & Business Operations

This fully remote Executive Assistant role offers the opportunity to work directly with the CEO of a dynamic startup where priorities shift rapidly and multiple initiatives run concurrently. The ideal candidate thrives in fast-paced environments and brings structure, calm, and dependable execution to daily operations. The role involves supporting various functions including HR, finance, IT, and marketing, with a strong emphasis on leveraging AI tools to enhance organization, coordination, and process improvement. Monthly compensation is paid in USD.

Key Responsibilities
- Translate the CEO’s priorities into actionable plans with clear ownership, deadlines, and follow-up.
- Maintain a comprehensive overview of ongoing initiatives, identify dependencies, and proactively flag delays or decisions.
- Coordinate activities across the startup team, external partners, and service providers.
- Prepare concise research, meeting briefs, comparisons, and recommendations to support decision-making.
- Manage meetings, correspondence, and schedules, ensuring decisions are documented and actions completed.
- Support HR operations including recruitment coordination, onboarding, documentation, and follow-up.
- Assist finance by organizing invoices, expenses, payment schedules, and liaising with accounting specialists.
- Facilitate marketing efforts by managing briefs, assets, deadlines, and collaboration with contributors.
- Coordinate IT requests, access management, software subscriptions, and communication with technical teams.
- Organize and optimize the use of Microsoft 365 tools (Outlook, Teams, SharePoint, OneDrive, Excel, Word, PowerPoint) to keep communication, documents, tasks, and shared information structured and accessible.
- Integrate Microsoft tools with AI workflows while maintaining confidentiality and permissions.
- Create, adapt, and maintain AI-driven skills and repeatable workflows for research, reporting, documentation, and operational coordination.
- Review AI-generated outputs for accuracy, relevance, and completeness before use.
- Handle confidential business information with discretion.

Required Qualifications
- Proven experience in executive assistance, business operations, project coordination, or a similar role with significant ownership.
- Working knowledge of HR, finance, IT, and marketing sufficient to coordinate tasks, ask informed questions, and recognize when specialist input is needed.
- Strong proficiency with Microsoft 365 applications, including the ability to organize collaboration, manage shared documents, track tasks, and coordinate access.
- Confidence in using Excel for operational overviews, data reconciliation, and report preparation.
- Practical experience creating or configuring reusable AI skills and applying them to real-world tasks.
- Ability to clearly explain workflows implemented, including quality checks and handling limitations.
- Excellent prioritization and follow-through skills, managing multiple workstreams independently.
- Strong written and verbal communication skills in English.
- Sound judgment regarding confidentiality, access permissions, and responsible use of AI tools.
- Proactive problem-solving skills with the ability to resolve routine issues independently and escalate risks appropriately.
- Resilience and adaptability to thrive in a startup environment with changing priorities and high workload periods.
- Calm and clear communication under pressure, maintaining quality and focus.
- Practical approach to ownership when processes or instructions are not fully established.
- Ability to raise capacity constraints early, propose realistic alternatives, and clarify task priorities.

Preferred Qualifications and Benefits
- Experience working directly with a founder or supporting a small startup team.
- Track record of improving cross-functional processes.
- Hands-on experience with AI agents, tool integrations, or automation platforms to reduce repetitive work.
- Familiarity with Power Automate, Microsoft Copilot, and Copilot Studio for building automations and AI assistants.
- Ability to develop reusable procedures and shared knowledge resources for team use.
- Experience coordinating recruitment, financial administration, supplier management, or marketing delivery.

What We Offer
- Close collaboration with the CEO and broad visibility across the startup.
- Meaningful ownership of operational tasks and process improvements.
- A diverse role combining executive support, team coordination, and practical AI application.
- Fully remote working arrangement with agreed-upon hours and availability.
- Monthly compensation paid in USD.

Applicants are invited to submit their CV along with examples of personally delivered work, including an AI skill or workflow they created or adapted, the business task it supported, and how they ensured its reliability and usefulness. An example of coordinating work across multiple business functions is also encouraged.