Executive Assistant / Operations Coordinator (Full-Time)

About the Role

We’re looking for a highly organized, proactive Executive Assistant to support the founder of an early-stage startup. This role goes beyond traditional admin — it’s part EA, part Operations Coordinator, and part strategic partner.

You’ll be helping a founder juggle a lot: building product, managing a small team, balancing a full-time tech role, and keeping family logistics running smoothly. Your work will bring structure, focus, and momentum to both the day-to-day and big-picture goals.

Chief of Staff position.

What You’ll Do

Calendar & Meeting Flow

• Manage a complex calendar across professional and personal priorities
• Coordinate meetings, prep agendas, and ensure follow-through
• Track and follow up on action items

Task & Workflow Management

• Keep priorities organized across multiple projects and stakeholders
• Manage shared task systems (Notion, Motion, etc.)
• Track blockers and keep focus on high-impact work

Operations & Project Support

• Coordinate hiring schedules, team updates, and async check-ins
• Maintain lightweight systems, SOPs, and internal ops tracking
• Draft and summarize notes, updates, or documents

Communication Support

• Triage inboxes, flag what’s important, and close loops
• Handle scheduling and follow-ups with candidates, partners, and vendors
• Help reduce reactive communication and create calmer flow

Systems & Tools

• Leverage tools like Notion, ChatGPT, Superhuman, Motion, or Zapier
• Bring structure to docs, notes, and recurring processes
• Introduce efficiencies that make work smoother and faster

Personal Support (light but impactful)

• Schedule personal appointments, track obligations, and simplify logistics
• Occasionally book travel, reservations, or online orders

What We’re Looking For

• Super organized, dependable, and detail-oriented
• Clear communicator — especially in writing and async channels
• Tech-savvy and resourceful; quick to learn new tools and systems
• Someone who loves simplifying complexity
• Discreet, thoughtful, and reliable with sensitive info
• Available during Pacific Time working hours (flexible schedule but daily availability needed)

Bonus Points

• Experience supporting a founder, executive, or small startup team
• Background in project coordination, operations, or recruiting
• Familiarity with tools like Notion, Slack, Superhuman, Airtable, Motion
• Interest in startups, tech, or building systems from scratch

Why You’ll Love This Role

If you thrive wearing many hats, enjoy being trusted with meaningful context, and love making someone else’s life run more smoothly — this is a chance to have a big impact in a small, fast-moving team. You’ll find variety, ownership, and plenty of room to grow into a Chief of Staff–style partner.