Executive Assistant (USBased SaaS Company)

We’re not just another recruiting firm—we focus on placing candidates with exceptional US and EU founders who prioritize the longterm success of their team members. We also provide retention bonuses at 3, 6, 9, and 12 months, as well as communitydriven benefits like an annual retreat.

About the Client

Our client is a fastscaling AI company at the forefront of generative technology. They’re building infrastructure for realtime, humanlike AI interactions across video and voice. The team is deeply technical, productobsessed, and moving at startup speed.

They’re now seeking an Executive Assistant to support their COO—a missioncritical hire who will help the leadership team operate at maximum focus, clarity, and efficiency.

Position Overview

We’re hiring a hightrust, highautonomy Executive Assistant to support the COO of this cuttingedge AI startup. You’ll be central to managing calendars, streamlining operations, driving followups, and executing highleverage tasks that protect executive time and reduce friction across teams.

This is a startup environment—ideal for someone who is fast, thoughtful, emotionally intelligent, and knows how to execute with polish and precision.

Key Responsibilities

Calendar & Communications

• Own and manage the COO’s calendar, prioritizing for leverage and clarity
• Schedule meetings, ensure followups are sent, and confirm logistics

• Project & Task Management

  • Track ongoing projects, highlight blockers, and follow through on deadlines
  • Maintain operational dashboards using tools like Notion and Airtable

  • Meeting & Documentation Support

    • Join key meetings, take highquality notes, and summarize action items
    • Prepare agendas, presentation decks, and any preread materials

    • Administrative & Personal Task Execution

      • Coordinate travel (flights, hotels, itineraries) across time zones
      • Handle light personal admin (gift sourcing, bill pay, scheduling)
      • Liaise with vendors and support team operations as needed

      • Requirements

        MustHaves:

        • 3+ years of experience supporting a senior executive in a highgrowth techstartup environment
        • Fluent, polished written English and strong email communication
        • Detailoriented and designliterate—deliverables should be clean and beautiful
        • High EQ—you know when to step in, when to step back, and how to support quietly but powerfully
        • Techsavvy and familiar with Slack, Google Workspace, Zoom, Notion, and project tracking tools

        • NicetoHaves

          • Experience in AI, product, or founderled startup environments
          • Exposure to personal assistant or Chief of Staffstyle support
          • Strong formatting, documentation, and visual communication skills

          • Benefits

            Why Join Us?

            • Make an Impact – Help shape executive operations and company strategy
            • Flexible Remote Work – Autonomy and structure in a remotefirst environment
            • GrowthFocused Culture – High expectations with high support and opportunity
            • Competitive Pay – Aligned with experience, performance, and contribution
            • LongTerm Potential – Be part of a team where your growth is a priority

            • Tools You’ll Use

              • Communication: Slack, Gmail, Zoom
              • Scheduling: Google Calendar
              • Documentation: Google Docs, Notion
              • Project Management: Notion, Airtable
              • Other: OpenPhone, Dropbox, Loom