We're looking for an Executive Assistant (Startup Operations) to support the founder and team at a fast-moving AI marketing technology company. You will own calendar management, travel coordination, general operations, revenue tracking support, and RFP documentation across a lean, high-output team where no two days look exactly the same.
This is a broad, hands-on role. You will be booking flights and hotels one hour and chasing down a client invoice the next. If you are highly organized, proactive, comfortable operating across a wide range of administrative and operational tasks, and take pride in keeping a fast-moving founder and team running without friction, this role is a strong fit.
Why You'll Want to Join
- You will be paid in USD (bi-monthly: every 15th and 30th)
- Paid Time Off in accordance with company policy
- Observance of Holidays per company guidelines
- 100% remote setup so you can work wherever you're most productive
- This role requires availability during US business hours
- Work directly with the founder of a high-growth AI technology company
- High-ownership, high-variety role with real operational responsibility from day one
What You'll Work On
Travel Coordination
- Book and manage flights, hotels, and ground transportation for the founder and team across multiple time zones
- Build detailed travel itineraries that account for time zones, meeting schedules, and logistics
- Handle last-minute changes, cancellations, and rebooking efficiently and without disrupting the team's schedule
Calendar and Meeting Management
- Own the founder's calendar end to end including scheduling, conflict resolution, and meeting preparation
- Coordinate internal team meetings, external partner calls, and client engagements
- Ensure the calendar reflects the right priorities and that the founder is prepared for every commitment
General Operations Support
- Manage recurring operational tasks including office rent, internet and utilities, insurance claims, and vendor relationships
- Coordinate with external service providers and ensure operational needs are handled proactively
- Support the team with ad hoc administrative and operational requests as they arise
Revenue Tracking and Billing Support
- Oversee revenue tracking and ensure client invoices are accurate, complete, and sent on time
- Follow up on outstanding invoices and flag billing discrepancies or delays to the appropriate team member
- Maintain organized records of billing activity and payment status
RFP and RFI Document Support
- Research, compile, and fill out required information fields for RFP and RFI submissions
- Coordinate internally to gather the right information and ensure submissions are accurate and on time
- Maintain a library of reusable content and standard responses to streamline future submissions
What You Bring
- Proven experience as an Executive Assistant, Operations Assistant, or similar role supporting a founder, CEO, or senior executive
- Strong organizational skills with the ability to manage multiple priorities across calendar, travel, operations, and finance simultaneously
- Excellent written and verbal English communication skills with a professional and responsive tone
- Comfortable managing vendor relationships, operational logistics, and administrative tasks independently
- Detail-oriented with strong follow-through on billing, scheduling, and document accuracy
- Self-directed and proactive with the ability to anticipate needs and act without being asked
- Comfortable working in a fast-paced startup environment where scope evolves and priorities shift quickly
Nice to Have
- Experience supporting a founder or executive at an early-stage or high-growth technology company
- Background in revenue operations, billing coordination, or client invoicing
- Experience managing RFP or RFI submissions in a B2B technology or services environment
- Familiarity with tools such as Notion, Google Workspace, Slack, or similar productivity platforms
- Prior experience coordinating international travel across multiple time zones
How to Apply
Please include:
- Your updated resume
- A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a founder or senior executive, and walking through how you manage competing priorities across calendar, travel, and operations simultaneously
Only candidates who submit a Loom video will be moved to the next step of the hiring process.
If you are organized, proactive, and want to be the operational backbone for a founder building something real in AI marketing technology, this role gives you the variety and the direct impact to do your best work.
