Executive Operations Associate - 60009337954

Founder & CEO

Fully Remote 

9:00 AM – 5:00 PM PST / 10:00 AM – 6:00 PM EST
Flexibility required when leadership travels internationally.

Full-Time

• 70% Business Operations
• 15% Personal Support
• 15% Creative / Film Support

3–5+ years supporting a Founder, CEO, or C-suite executive within a fast-paced company environment ($10M+ company experience strongly preferred)

This is not an entry-level Executive Assistant role.

We are looking for a highly capable Executive Operations Associate to serve as the operational layer supporting the Founder & CEO across business, operational, personal, and creative priorities.

This person will operate as a true right hand — managing communication, organizing operations, maintaining systems, protecting executive bandwidth, and ensuring execution happens without constant oversight.

You will have access to sensitive business and personal information and will be trusted to operate with discretion, urgency, and strong independent judgment.

The ideal candidate understands how to support a high-performing executive in a fast-moving environment. You know how to anticipate needs, solve problems proactively, and build systems that create leverage.

This role sits much closer to operations and execution than traditional administration.

Source context from client-provided JD.

• Own and manage the CEO’s calendar, scheduling, and prioritization
• Protect focus time and resolve scheduling conflicts proactively
• Manage and triage Gmail inbox communications
• Draft professional communications on behalf of leadership
• Coordinate internal and external meetings
• Manage travel logistics, scheduling confirmations, and executive coordination
• Ensure meetings include agendas, prep notes, and supporting documentation

• Take rough direction from Loom videos, Slack, voice notes, or meetings and turn it into clean execution
• Track deadlines, follow-ups, and pending decisions
• Organize and maintain Google Drive structure, documentation, and version control
• Support operational coordination using project management tools
• Build, improve, and document SOPs
• Coordinate cross-functional tasks with leadership and operational stakeholders
• Help improve workflows and organizational efficiency

• Use ChatGPT, Claude, and AI tools daily to improve workflow efficiency
• Process transcripts, draft documents, summarize information, and organize materials
• Maintain AI knowledge bases and internal documentation
• Build simple AI workflows and operational automations independently
• Quickly learn and adapt to new software systems without hand-holding

• 3–5+ years supporting a Founder, CEO, or senior executive directly
• Experience in fast-paced startup, operational, or high-growth environments
• Exceptional written and verbal English communication
• Strong AI fluency with tools like ChatGPT and Claude
• Advanced Google Workspace proficiency (Gmail, Calendar, Drive, Docs, Sheets)
• Extremely organized with strong personal systems and follow-through
• High ownership mentality and proactive communication
• Ability to work independently with minimal oversight
• Strong problem-solving ability and operational thinking

• Assist with personal scheduling and administrative coordination for the CEO
• Support creative and film-related projects as needed
• Handle communication, coordination, and document preparation across multiple workstreams

• Experience supporting executives across business + personal workstreams
• Experience with operational systems and project management platforms
• Familiarity with tools like Ninety.io, Avoma, Slack, ClickUp, Notion, or similar
• Experience building AI workflows or lightweight automations
• Canva or presentation/design experience
• Startup experience strongly preferred

Source context from client-provided JD.

• You need highly structured direction before taking action
• You struggle to learn software independently
• You prefer repetitive or highly routine work
• You are reactive instead of proactive
• You are uncomfortable operating in ambiguity
• You have only handled task-based administrative support without ownership

• Smooth transition from current support structure
• Inbox and calendar systems fully organized
• Weekly workflows documented and operational
• Executive priorities properly tracked and managed

• Ability to execute tasks independently from brief instructions
• Calendar and operational systems running proactively
• AI workflows actively supporting day-to-day operations

• Executive bandwidth significantly improved
• SOPs documented and operationally maintained
• High trust established with leadership
• Most logistical and operational friction removed from leadership’s plate

The defining measure of success: leadership is never slowed down by something that should have already been handled.