Executive Assistant

Replika

5d•Remote

About The Position

Our CEO moves fast across Tbilisi, Paris and San Francisco, and opens more threads in a day than most people close in a week. Our VP of Ops runs finance, legal, compliance and everything else in the background. Between them there's a constant stream of commitments, appointments, documents, vendors and follow-ups, and your job is to make sure nothing falls through. This is a hands-on operations job. The access comes with it — you'll be closer to how this company actually gets run than almost anyone — but the job is the delivery. You'll book the travel, run the visa paperwork, chase the vendor, confirm a meeting is real before it reaches his day, and give us the honest status before we've asked for it. Small company, so the range is wide: one day is an interview schedule across four timezones, the next is a courier to five countries, the next is an immigration document pack. A word on how we work. Our CEO already automates a lot of this, but we need someone to own the outcome: make an external commitment stick, find out what's actually true today, or close a loop with a person on the other end. That's the part that's yours. You'll report to the VP of Ops, who sets your priorities, and the CEO's asks come first within them.

Requirements

3–5+ years as an EA, PA or operations coordinator to a founder or C-level executive, in a small, fast company where you were the only person doing it.
You're accurate under pressure. When you tell us where something stands, it's because you know, and we can act on it without checking behind you.
Exceptional written English, and the range to write in someone else's voice. You'll be drafting as the CEO. It has to sound like him, not like a template and not like a model.
You manage your own queue out loud. When too much lands, you come with the list, your top three and a recommendation.
You see what's coming. The follow-up question, the thing about to slip, the person about to get blocked. You get there first.
Comfortable working into the evening on CET; you'll be scheduling across Tbilisi, Paris and San Francisco.
Discreet and careful with sensitive material.
Fluent with Google Workspace, Slack, Notion and Zoom, and already using AI tools in your daily work.

Nice To Haves

You've run business immigration paperwork before — O-1, work visas, Schengen, consular appointments — and you know what an apostille is without looking it up.
You've coordinated hiring end to end: scheduling, agency wrangling, ATS hygiene.
You've been the first ops hire somewhere and brought organization and process to new projects.
You've supported someone who works across multiple timezones.

Responsibilities

Own the CEO's calendar and inbox. Protect the time, prepare him for what's on it, and make sure every external meeting is confirmed, tested and real before it reaches his day.
Brief him before he asks. Tomorrow's media meeting gets its brief today: who he's meeting, what they want, the three questions they'll ask, and the facts he might want in his pocket.
Give status updates that deliver answers, not questions. You pre-empt the follow-ups and answer them in the first message, so nobody has to come back to you for the rest of the picture.
Run immigration and travel end to end. Visa appointments, document packs, apostilles, coordination with counsel, flights, hotels, ground transport. You hold the live status on each and raise a blocker early, including when the blocker is us.
Carry the one-off things. Every company has a stream of items that start with the CEO or the VP of Ops and just need someone to take them the whole way: a delivery, a vendor, a document, a purchase, a signature. You pick them up, move them, monitor them, and tell us where they stand and when they're stuck.
Find the work before it's assigned. You read across the company's Slack, spot what's about to stall or what's about to pull someone off their real work, and take it on so they don't have to.
Write as him when asked. Candidate DMs, X messages, media replies, introductions. Short, flat, unmistakably his voice, and nobody left waiting.
Keep hiring moving. Schedule across timezones, chase agencies and candidates, turn interview feedback into something a recruiter can actually act on, and keep the ATS current.
Close things out loud. When it's done, it's done in the thread where it was asked, so the person who asked never has to check.