Executive Assistant

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

📋 Description

• Manage the calendar and inbox of the CEO

• Safeguard the CEO's time and prepare him for upcoming commitments

• Confirm, test, and verify external meetings

• Create meeting briefs that include attendees, objectives, anticipated questions, and pertinent facts

• Provide proactive status updates with comprehensive answers

• Oversee immigration and travel processes from start to finish, including visa appointments, document preparation, apostilles, coordination with counsel, flights, hotels, and ground transportation

• Handle ad-hoc operational tasks such as deliveries, vendor management, document handling, purchases, and obtaining signatures

• Monitor company Slack to identify stalled projects and take ownership before assignments are made

• Draft direct messages to candidates, X messages, media responses, and introductions in the CEO's tone

• Schedule interviews across different time zones, coordinate with agencies and candidates, translate interview feedback into actionable insights, and maintain the Applicant Tracking System (ATS) up to date

• Publicly close out completed tasks in the relevant communication threads

• Report to the VP of Operations, ensuring that CEO requests are prioritized among the VP's responsibilities

⛳️ Requirements

• 3–5+ years of experience as an Executive Assistant, Personal Assistant, or operations coordinator for a founder or C-level executive

• Experience working at a small, fast-paced company where you were the sole person in this role

• Ability to maintain accuracy under pressure

• Exceptional proficiency in written English

• Capability to write in another person's voice

• Skills in managing and communicating your own tasks and priorities

• Ability to anticipate follow-ups, delays, and obstacles

• Comfortable working evenings in Central European Time (CET)

• Proficient in scheduling across the Tbilisi, Paris, and San Francisco time zones

• Discretion and sensitivity while handling confidential materials

• Familiarity with Google Workspace, Slack, Notion, and Zoom

• Already utilizing AI tools in your daily work

🏝️ Benefits

• Flexible work schedule

• Generous vacation policy

• Fully remote work environment

• Direct impact on millions of users worldwide within months

• Opportunity to advance the application of AI in a consumer context