C-Level Executive Assistant – DTC E-Commerce Startup

This is a fully remote position, open to applicants in Portugal.

📋 Description

• Take ownership of the CFO’s calendar, inbox, and priorities, ensuring that high-impact items across multiple workstreams are effectively prioritized and executed.

• Serve as a key execution partner, facilitating communication between leadership, vendors, legal, finance, operations, and external stakeholders.

• Assist in business operations and strategic initiatives by promoting accountability, tracking deliverables, and ensuring project progression.

• Manage vendor relationships, contracts, renewals, and support operational due diligence processes.

• Aid in legal and compliance-related workflows, including contract coordination, documentation tracking, trademarks, patents, and other critical processes.

• Support financial operations by reviewing reports, monitoring budgets, analyzing vendor pricing, processing invoices, and identifying discrepancies or optimization opportunities.

• Develop, maintain, and enhance systems, SOPs, workflows, dashboards, and operational processes to increase efficiency and minimize executive overhead.

• Utilize AI tools (Claude, ChatGPT, automation tools, AI agents) to streamline workflows, documentation, and operational execution.

• Prepare meeting materials, agendas, executive briefings, and ensure accountability for follow-ups and key action items.

• Assist with exit readiness initiatives, data rooms, and confidential documentation processes as required.

• Organize travel, logistics, and ad hoc executive support requests in dynamic environments.

⛳️ Requirements

• Over 5 years of experience supporting founders, CEOs, CFOs, COOs, or senior executives in startup, DTC, ecommerce, SaaS, or high-growth settings.

• Strong foundation in executive support fundamentals, including calendar and inbox management, executive communications, and prioritization.

• Experience in scaled DTC/ecommerce businesses, with a preference for those with subscription business exposure.

• Proven ability to function as an Executive Business Partner rather than just an administrative assistant.

• Significant exposure to financial processes, including budgeting, reporting, expense tracking, vendor pricing analysis, and the ability to interpret P&Ls or financial data.

• Experience with legal/compliance processes, including contracts, trademarks, patents, documentation, or regulated business environments.

• Familiarity with EOS / Traction methodologies (including Level 10s, Rocks, Scorecards) is highly desirable.

• Highly familiar with AI technology; daily use of tools such as Claude, ChatGPT, AI agents, or automation platforms to enhance workflows and execution.

• Advanced proficiency with tools like Google Workspace, Slack, Notion, HubSpot, QuickBooks, CRM systems, project management platforms, and spreadsheets.

• Strong analytical mindset with excellent problem-solving and process optimization abilities.

• Comfortable operating in high-growth, ambiguous, fast-paced environments with shifting priorities.

• Outstanding communication skills, discretion, ownership, and the ability to maintain confidentiality.

• Availability to overlap with US Mountain Time hours (preferably within 3 hours).

🏝️ Benefits

• Competitive salary.

• Opportunity to work with fast-scaling, premium brands.

• Fully remote position with a dynamic, growth-oriented team.

• Clear paths for career growth and advancement.