Executive Operations Partner - 19600

Location: Remote 
Type: Full-Time
Schedule: Must maintain at least 4+ hours daily overlap with US Eastern Time
Equipment: Company-provided MacBook
Growth Path: Structured 6 and 12-month performance reviews with compensation progression tied to growth and operational ownership

We are a founder-led mindfulness and clinical methodology organization serving founders, executives, and high-performing professionals through meditation practice, operational methodology, retreats, educational content, and research initiatives.

We are seeking a highly capable Executive Assistant & Operations Associate to serve as a strategic support partner to the founder in a fast-paced, startup-style environment.

This is not a traditional Executive Assistant role.

This role is intentionally designed as a hybrid between executive support and operational leadership development. The ideal candidate is not looking for a purely administrative position, but rather an opportunity to grow into broader operational ownership over time.

You will begin by supporting the founder directly while simultaneously owning select operational workflows and systems from day one. As you help build scalable systems that reduce recurring administrative burden, the role will naturally evolve toward increased operational responsibility and long-term growth potential.

The ideal candidate thrives in dynamic environments, communicates proactively and directly, escalates issues early, and genuinely enjoys bringing structure and clarity to complex workflows.

This is a high-trust role requiring strong judgment, excellent communication skills, operational maturity, and the ability to represent a wellness-focused organization professionally and thoughtfully.

• Manage complex scheduling, calendar coordination, and meeting logistics
• Prepare agendas, notes, follow-ups, and operational documentation
• Coordinate travel, retreat logistics, and event-related planning
• Support inbox management and communication prioritization
• Track deadlines, commitments, and action items across multiple workstreams
• Anticipate founder needs and proactively reduce operational friction
• Help maintain organization and accountability across projects and priorities

• Build scalable systems that reduce recurring administrative workload
• Identify inefficiencies and proactively recommend process improvements
• Create and maintain SOPs, documentation, and operational resources
• Support operational execution across multiple active initiatives
• Use AI tools and automation thoughtfully to improve workflows and execution speed
• Monitor projects, timelines, and deliverables to ensure operational follow-through
• Escalate blockers, risks, and operational concerns proactively and early

• Help manage multiple simultaneous initiatives, including:
  • Retreat coordination
  • Founder and executive client support
  • Content and media projects
  • Research and administrative operations
  • Internal systems and process development
• Ensure projects remain organized, documented, and moving forward efficiently
• Coordinate communication and follow-up across stakeholders, vendors, and collaborators

• 4+ years of Executive Assistant, Operations, or founder support experience
• Experience supporting founders, executives, or startup leadership teams
• Strong written and spoken English with comfort operating in US business environments
• Excellent organizational and documentation skills
• High level of personal accountability and ownership
• Self-directed learner who can independently pick up new tools and systems
• Systems thinker who naturally identifies patterns, inefficiencies, and prevention opportunities
• Comfortable operating in ambiguity and fast-changing environments
• Strong judgment around prioritization and escalation
• Comfortable communicating directly, clearly, and proactively
• Familiarity with AI tools and leveraging them to improve productivity and workflows
• Experience using:
  • Asana
  • Google Workspace
  • Slack
  • Notion

• Experience supporting startup founders or high-growth operators
• Background in wellness, mindfulness, coaching, therapy, or mission-driven organizations
• Familiarity with:
  • Calendly
  • Xero
  • Fireflies
• Exposure to research coordination or research operations
• Experience balancing executive support with operational execution responsibilities
• Experience building systems and workflows from scratch

• Calm under pressure
• Highly accountable
• Operationally minded
• Strong follow-through
• Proactive rather than reactive
• Comfortable escalating issues early
• Naturally curious and growth-oriented
• High emotional intelligence
• Strong attention to detail
• Comfortable balancing speed with organization
• Excited by ownership and operational problem-solving

• The founder gains significant operational bandwidth and clarity
• Systems and workflows become increasingly organized and scalable
• Operational bottlenecks are identified and solved proactively
• Communication becomes streamlined, concise, and dependable
• Projects move forward consistently without requiring heavy oversight
• Administrative burden decreases as operational systems improve
• The role evolves into broader operational leadership over time

This role is intentionally designed for long-term growth.

Candidates who demonstrate strong operational thinking, ownership, leadership capability, and systems-building ability will have the opportunity to expand into broader operational leadership responsibilities over time.

We are looking for someone excited to grow alongside the organization and become a long-term strategic partner to the founder.