Executive Assistant (Startup Operations)

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…