Executive Assistant

This fully remote 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 an evolving environment and brings structure, calm, and dependable execution to a busy day. The role spans HR, finance, IT, and marketing functions, with practical use of AI to enhance information management, workflow coordination, and process improvements.

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.
- Support marketing efforts 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 skills and workflows while respecting confidentiality and permissions.
- Create, 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 proficiency with Microsoft 365 applications, including Outlook, Teams, SharePoint, OneDrive, Excel, Word, and PowerPoint.
- Ability to organize collaboration through shared documents, structured information, task tracking, and access management.
- Confident use of Excel for operational overviews, data reconciliation, and clear reporting.
- Practical experience creating or configuring reusable AI skills and applying them to real-world tasks.
- Ability to explain personally implemented workflows, including validation and limitations.
- Excellent prioritization and follow-through skills, managing multiple workstreams independently.
- Clear written and verbal communication in English.
- Sound judgment regarding confidentiality, access permissions, and data shared with AI tools.
- Willingness to take responsibility, resolve routine issues independently, and escalate risks promptly.
- Resilience and adaptability in a fast-paced startup environment with changing priorities and incomplete information.
- Calmness under pressure, clear communication, and consistent quality delivery.
- Practical problem-solving skills and ownership in situations lacking established processes.
- Confidence to raise capacity constraints early, propose alternatives, and clarify task priorities.

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.
- 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.
- Track record of building reusable procedures and shared knowledge for team use.
- Experience coordinating recruitment, financial administration, suppliers, 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.
- Monthly compensation paid in USD.

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 different business functions are also valuable.