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 evolve rapidly and multiple initiatives run concurrently. The ideal candidate thrives in a fast-paced environment, bringing structure, calm, and dependable execution to daily operations. The position involves supporting diverse functions including HR, finance, IT, and marketing, with a strong emphasis on leveraging AI tools to enhance organization, coordination, and workflow efficiency. Monthly compensation is paid in USD.

Key Responsibilities

- Translate the CEO’s priorities into clear, actionable plans with assigned owners, deadlines, and follow-up.
- Maintain an overview of ongoing projects, identify dependencies, and proactively flag delays or decisions needed.
- Coordinate activities across the startup team, external partners, and service providers.
- Prepare concise research, meeting briefs, comparisons, and recommendations to support decision-making.
- Organize meetings, correspondence, and schedules, ensuring decisions are captured and actions completed.
- Support HR operations including recruitment coordination, onboarding, documentation, and follow-up.
- Assist finance by managing invoices, expenses, payment schedules, and providing information to accounting specialists.
- Facilitate marketing initiatives by organizing briefs, assets, deadlines, and collaboration with internal and external contributors.
- Coordinate IT requests, access permissions, software subscriptions, and communication with technical colleagues.
- 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, respecting confidentiality and access permissions.
- Create, adapt, and maintain AI skills and repeatable workflows for research, reporting, documentation, and operational coordination.
- Review AI-generated outputs for accuracy, relevance, and completeness before use.
- Manage confidential business information with discretion.

Required Qualifications

- Experience in executive assistance, business operations, project coordination, or a related role with significant ownership.
- Working knowledge of HR, finance, IT, and marketing sufficient to coordinate tasks, ask informed questions, and identify when specialist input is needed.
- Strong proficiency in Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Excel, Word, and PowerPoint.
- Ability to organize collaboration across Microsoft tools, including document sharing, task tracking, and access management.
- Confidence 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 explain workflows implemented personally, including quality checks and limitations.
- Strong prioritization skills and follow-through, managing multiple workstreams independently.
- Clear written and verbal communication skills in English.
- Sound judgment regarding confidentiality, access permissions, and responsible use of AI tools.
- Willingness to take responsibility, resolve routine issues independently, and escalate risks appropriately.
- Resilience and adaptability in a startup environment with changing priorities and high workload periods.
- Calmness under pressure, clear communication, and commitment to quality.
- Practical problem-solving skills and ownership in situations lacking established processes.
- Confidence in raising capacity constraints early and proposing realistic alternatives.

Preferred Qualifications and Benefits

- Experience working directly with a founder or supporting a small startup team.
- Proven ability to improve processes spanning multiple business functions.
- Hands-on experience with AI agents, tool integrations, or automation platforms to reduce repetitive tasks.
- Familiarity with Power Automate, Microsoft Copilot, and Copilot Studio for building automations and AI assistants.
- Experience developing reusable procedures and shared knowledge for team use.
- Background in 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 work arrangement with agreed-upon working hours.
- Monthly compensation paid in USD.

Candidates should be prepared to maintain clear visibility of priorities, progress, and blockers through reliable communication, organized documentation, and consistent follow-through. Working hours and availability will be discussed during the hiring process.

Applicants are encouraged to submit a CV along with examples of AI skills or workflows they have created or adapted, describing the business tasks supported and how they ensured usefulness and reliability. Examples of coordinating work across different business functions are also valuable.