Executive Assistant (Startup Operations)

Hire Overseas

7d • Remote

About The Position

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.

Requirements

• 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 Haves

• 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

Responsibilities

• 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
• 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
• 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
• 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
• 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

Benefits

• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: No Education Listed