Executive Assistant - AI & Business Operations

About the role

We are a fast‑moving startup seeking an Executive Assistant to work directly with the CEO. The role is fully remote and involves turning shifting priorities into clear actions, coordinating across HR, finance, IT and marketing, and leveraging AI to streamline processes.

Key responsibilities

• Translate the CEO’s priorities into actionable plans with owners, deadlines and follow‑up.
• Maintain an overview of ongoing initiatives, flag dependencies, delays or decisions early.
• Coordinate work across the startup team, external partners and service providers.
• Prepare concise research, meeting briefs, comparisons and recommendations to support decisions.
• Organise meetings, correspondence and schedules, capture decisions and ensure actions are completed.
• Support HR operations (recruitment coordination, onboarding, documentation).
• Support finance operations (invoices, expenses, payment schedules, accounting information).
• Support marketing initiatives (briefs, assets, deadlines, collaboration with contributors).
• Coordinate IT requests, access requirements, software subscriptions and communication with technical colleagues.
• Organise and improve use of Microsoft 365, connecting tools with AI workflows while respecting confidentiality.
• Create, adapt and maintain reusable AI skills and workflows for research, reporting and operational coordination.
• Validate AI‑generated work for accuracy, relevance and completeness before use.

Required profile

• Experience in executive assistance, business operations or project coordination with substantial ownership.
• Working understanding of HR, finance, IT and marketing to coordinate tasks and know when to involve specialists.
• Strong written and verbal communication in English and sound judgement on confidentiality.
• Resilience and adaptability in a startup environment, able to stay calm under pressure.
• Proactive problem‑solving and willingness to take responsibility for routine issues.

Required skills

• Microsoft 365 suite: Outlook, Teams, SharePoint, OneDrive, Excel, Word, PowerPoint.
• Advanced Excel for operational overviews and reporting.
• Power Automate, Microsoft Copilot and Copilot Studio for building automations and AI assistants.
• Practical experience creating and configuring reusable AI skills and workflows.

What we offer

• Close collaboration with the CEO and visibility across the startup.
• Meaningful ownership of operational work and process improvements.
• A broad role combining executive support, team coordination and practical AI use.
• Fully remote working arrangement with monthly compensation in USD.