# Executive Assistant (Startup Operations)

**Company:** [Hire Overseas](http://jobs.workable.com/companies/cvRB9R7vtuSYbz8sUcfYEC.md)
**Location:** Remote
**Workplace:** remote
**Department:** Brains and Brands

[Apply for this job](http://jobs.workable.com/view/216dfadc-d307-40fa-9125-bf7f902cfe32)

## Description

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:

1.  Your **updated resume**
2.  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.