Executive Assistant – Business & Personal Support

About the Role

This position offers an Executive Assistant Operating System that links clients with expert professionals to optimize administrative workflows. You will act as a primary Executive Assistant to founders, serving as an extension of their team to reduce operational friction and boost daily output. Your main function is to design and uphold personal and professional management systems, allowing founders to prioritize high-level strategy while you manage the core administrative requirements of their business and personal affairs. Joining this team provides a collaborative atmosphere focused on high performance. You will undergo a thorough onboarding program featuring specialized systems, personalized instruction, and ongoing guidance to prepare you for advanced administrative challenges. This role is well-suited for a proactive and highly organized person who excels in a rapid environment and finds satisfaction in developing processes that facilitate success.

Requirements

• You need a minimum of three years of professional experience in an Executive Assistant, Operations Assistant, or similar support capacity, preferably within the construction, engineering, architecture, or design industries.
• You must demonstrate C1 level or higher proficiency in both spoken and written English.
• You are required to have practical experience with financial tasks like bill payments and invoicing, alongside a history of maintaining strict confidentiality.
• You must be capable of providing support to multiple business partners or executives at the same time.
• You need to be skilled in using Slack, Outlook, Microsoft Teams, Ramp, and password management software like 1Password.
• You are required to maintain a quiet home workspace with stable high-speed internet and must be available throughout US Central Time business hours.

Responsibilities

• You will manage business email accounts for two founders, categorize incoming messages, and write responses to keep tasks on track.
• Your duties include schedule maintenance, agenda creation, monitoring task progress, and conducting recurring meetings to track responsibility for business segments.
• You will perform HR and financial tasks, such as managing invoices, working with bookkeepers, organizing new hire paperwork, and completing employee-related duties.
• You will supervise the workflow of CAD and production projects between the founders and external or internal teams to guarantee on-time delivery.
• You will provide personal assistance by overseeing home services, communicating with repair professionals, managing purchases and returns, and assisting with personal expense payments as you build rapport with the founders.

Benefits & Perks

• You will receive competitive pay issued in USD, supplemented by a year-end bonus and further bonuses based on your performance.
• The compensation package includes a health insurance stipend plus coverage for holidays and paid time off.
• You will gain access to continuous professional development and training provided by the organization to support your career growth.