Executive Assistant to Co-Founder

About Optimite

Optimite is a fast-growing, AI-driven Email Operations-as-a-Service (Email Ops) company serving over 500+ global e-commerce brands. We fully manage email strategy, copy, design, development, QA, and reporting - so our clients can step out of the inbox and scale faster. Trusted by over 500 teams globally, we deliver fast, conversion-focused email systems built on Figma and executed in 48 hours or les We are currently accepting applications from candidates across borders for this role.

Our Story & Team

With a mission to become the World’s No. 1 Email Marketing Agency, we’re scaling at hyper-growth. Our founders, Nishant and Sushant Yadav, launched Optimite in 2019 and have since partnered with the largest Shopify brands and digital agencies across the US and Europe

Today, Optimite is a thriving global agency driven by a talented team of designers, strategists, and technologists committed to delivering real results.

At Optimite, we believe in empowering our team members to take ownership, foster collaboration, and continuously innovate. Our culture prioritizes growth, inclusivity, and a relentless focus on client success.

Position Overview

The Executive Assistant will play a critical role in supporting our Co-Founder, Sushant Yadav, by streamlining day-to-day operations and enabling him to focus on high-impact strategic and leadership initiatives. This position demands exceptional organizational capabilities, sound judgment, and the ability to manage a dynamic portfolio of projects and communications with efficiency and discretion. The ideal candidate is a proactive and resourceful professional who thrives in a fast-paced, evolving environment and is skilled in managing cross-functional coordination, executive-level communication, payroll oversight, and administrative operations.

Key Responsibilities

Project & Workflow Management Support

• Assist in planning, tracking, and monitoring key projects and initiatives using tools such as ClickUp and others.
• Coordinate with cross-functional teams to ensure timely completion of tasks and deliverables.
• Prepare and maintain dashboards and status reports for leadership review.

Task Prioritization & Coordination

• Manage daily priorities for Sushant, aligning tasks with company goals and deadlines.
• Facilitate communication and collaboration across teams and stakeholders.

Meeting & Communication Management

• Organize meeting agendas, compile materials, and take detailed notes.
• Follow up on action items to ensure progress and accountability.
• Manage Sushant’s email inbox and communication channels, filtering and drafting responses as needed.
• Serve as a liaison between Sushant, internal teams, clients, and partners.

Payroll Coordination

• Oversee payroll processing activities to ensure accurate and timely salary payments.
• Liaise with HR and finance teams regarding employee compensation, bonuses, and compliance.
• Maintain confidential payroll records and assist in resolving any discrepancies.

Reporting & Insights

• Prepare regular reports and summaries on project status, team performance, and operational metrics.
• Provide actionable insights and highlight potential risks or opportunities.

Process Improvement & Automation

• Identify inefficiencies and propose process improvements.
• Implement and maintain automation tools and updated standard operating procedures (SOPs).

Administrative & Personal Support

• Manage Sushant’s calendar, travel bookings, and personal logistics.
• Handle confidential documents with discretion and professionalism.
• Support work-life balance initiatives and personal productivity.

Qualifications

• 2+ years of proven experience as an Executive Assistant or in a similar high-level support role, preferably in a fast-paced tech or marketing environment.
• Strong project management skills and familiarity with tools like ClickUp, Notion, Figma, Trello and etc,.
• Exceptional organizational and multitasking abilities.
• High degree of discretion and confidentiality.
• Proactive, solution-oriented mindset with strong attention to detail.
• Comfortable working independently and managing priorities in a remote or hybrid setting.

Success Metrics

• Conduct thorough research and provide actionable insights to support strategic decisions and improve operations.
• Utilize AI and automation tools effectively to streamline workflows and enhance productivity.
• Identify and implement process improvements that increase efficiency and reduce delays.
• Coordinate seamlessly across departments to ensure alignment on priorities, deadlines, and deliverables.
• Deliver error-free work with high attention to detail while maintaining confidentiality, professionalism, and actively contributing to a positive and inclusive team culture.

Hiring Process

• Screening Interview – Discuss your background and alignment with the role.
• Assignment – Complete a short Assignment.
• Panel Interview – Meet team members to assess collaboration style.
• Discussion with Founders – Review expectations and alignment.
• Offer & Negotiation – Finalize compensation and remote work setup.

How to Apply

Please submit your resume and a short cover letter explaining your relevant experience and motivation to join Optimite.

Optimite is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.