Executive Assistant

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 across diverse functions including HR, finance, IT, and marketing. A practical understanding of AI tools is essential, as they play a key role in organizing information, coordinating work, and streamlining processes. 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 liaising with accounting specialists.
- Facilitate marketing efforts by organizing briefs, assets, deadlines, and collaboration with contributors.
- Coordinate IT requests, access management, software subscriptions, and communication with technical teams.
- Optimize 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 skills and workflows while respecting permissions and confidentiality.
- Create, adapt, and maintain AI-driven 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 identify when specialist input is needed.
- Strong practical skills in Microsoft 365 applications, including organizing collaboration, shared documents, task tracking, and access control.
- Proficiency in Excel for operational overviews, data reconciliation, and reporting.
- Hands-on experience creating or configuring reusable AI skills and applying them effectively in work processes.
- Ability to explain personally implemented workflows, including quality checks and managing limitations.
- Excellent prioritization and follow-through, managing multiple workstreams independently.
- Clear written and verbal communication in English.
- Sound judgment regarding confidentiality, access permissions, and responsible use of AI tools.
- Willingness to take responsibility, resolve routine issues independently, and escalate significant risks promptly.
- Resilience and adaptability to changing priorities, incomplete information, and high workload typical of startups.
- Calmness under pressure, clear communication, and a practical problem-solving approach when processes are not fully established.
- Confidence in raising capacity constraints early, proposing realistic alternatives, and clarifying task priorities.

Preferred Qualifications and Benefits
- Experience working directly with a founder or supporting a small startup team.
- Proven ability to improve cross-functional business processes.
- Familiarity with AI agents, tool integrations, or automation platforms to reduce repetitive work.
- Hands-on experience with Power Automate, Microsoft Copilot, and Copilot Studio for building automations and AI assistants.
- Skill in developing reusable procedures and shared knowledge bases 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 work arrangement with agreed working hours and availability.
- Competitive monthly compensation paid in USD.

You will work remotely while maintaining clear visibility of priorities, progress, and blockers. Reliable communication, organized documentation, and consistent follow-through are essential to success in this role.

Applicants are encouraged to submit a CV along with examples of work they have personally delivered, including an AI skill or workflow they created or adapted, the business task it supported, and how they ensured its reliability. Examples of coordinating work across multiple business functions are also welcomed.