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 role spans various functions including HR, finance, IT, and marketing, with a strong emphasis on leveraging AI tools to organize information, coordinate tasks, and enhance workflows. Monthly compensation is paid in USD.

Key Responsibilities

- Translate the CEO’s priorities into clear, actionable plans with assigned owners, deadlines, and follow-up processes.
- Maintain an overview of ongoing projects, identify dependencies, and proactively flag delays or decisions needed.
- Coordinate work across internal teams, external partners, and service providers to ensure smooth collaboration.
- Prepare concise research summaries, meeting briefs, comparisons, and recommendations to support decision-making.
- Organize meetings, correspondence, and schedules, capturing decisions and ensuring timely completion of agreed actions.
- Support HR operations by coordinating recruitment, onboarding, documentation, and follow-up activities.
- Assist finance by managing invoices, expenses, payment schedules, and providing necessary information to accounting specialists.
- Facilitate marketing initiatives by organizing briefs, assets, deadlines, and collaboration with contributors.
- Coordinate IT requests, access permissions, software subscriptions, and communication with technical teams.
- 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 ensuring confidentiality and proper permissions.
- Develop, adapt, and maintain reusable AI skills and 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

- 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 practical skills in Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Excel, Word, and PowerPoint.
- Ability to organize collaboration across these tools, managing shared documents, structured information, task tracking, and access control.
- Proficiency in Excel for maintaining operational overviews, reconciling data, and preparing clear reports.
- Hands-on experience creating or configuring reusable AI skills and applying them effectively to real work scenarios.
- Ability to explain workflows implemented personally, including quality checks and handling limitations.
- Excellent prioritization and follow-through skills, managing multiple workstreams independently.
- Clear written and verbal communication skills in English.
- Confidence working with spreadsheets, documents, shared knowledge systems, and task management tools.
- Sound judgment regarding confidentiality, access permissions, and appropriate use of AI tools.
- Willingness to take responsibility, resolve routine issues independently, and escalate significant risks promptly.
- Resilience and adaptability in a startup environment characterized by changing priorities, incomplete information, and high workload periods.
- Calmness under pressure, clear communication, and consistent quality delivery.
- Practical problem-solving approach and ownership mindset 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 processes that span multiple business functions.
- Familiarity with AI agents, tool integrations, or automation platforms to reduce repetitive tasks.
- Hands-on use of Power Automate, Microsoft Copilot, and Copilot Studio to build automations and AI assistants.
- Experience creating reusable procedures and shared knowledge for team use.
- Coordination experience in 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 working hours and availability.
- Competitive monthly compensation paid in USD.

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