Executive Assistant & Operations Partner
Budget: $2 – $8 USD
Executive Assistant & Operations Partner
We're looking for an Executive Assistant who is more of an operations partner than a scheduler. Someone who thinks in systems, removes friction, and helps a founder operate across multiple businesses and rapid-moving projects.
This role is NOT just calendar + email. This is for someone who connects people, tasks, vendors, and decisions, builds structure, and uses AI + automation to keep operations running smoothly.
Key Responsibilities:
1. Executive Support (with judgment)
- Manage calendar, inbox, scheduling blocks, and follow-ups with context and decision awareness
- Track commitments and ensure nothing drops
- Prepare summaries, action lists, and structured updates using AI tools
2. Systems, Organization & Documentation
- Build and maintain clean, scalable systems: folders, docs, contracts, SOPs, dashboards
- Organize information across multiple companies, tools, and teams
3. ClickUp Ownership (Advanced)
- Structure spaces, lists, statuses, and workflows for multi-business operations
- Build operational dashboards, reporting views, and cross-team visibility
- Set up basic automations to reduce manual work
4. Vendor & Partner Coordination
- Communicate with contractors, vendors, and external partners
- Track deliverables, proposals, contracts, and next steps
5. Operations & AI-Forward Workflows
- Assist with hiring coordination, payments, access management, and day-to-day ops
- Troubleshoot small tech issues independently (Google Workspace, ClickUp, Discord)
- Use AI to draft documents, prep briefs, summarize calls, and solve operational bottlenecks
- Identify opportunities to automate repetitive tasks with tools like Zapier or ClickUp automation
6. Problem-Solving & Ownership
- Solve 80% of problems without escalation
- Bring structure to chaos; anticipate issues before they become problems
What We're Looking For:
- Experience supporting a founder or C-level in a high-velocity environment
- Strong operational + systems thinking
- Proven ClickUp power-user (required)
- Highly tech-savvy, comfortable with new tools and AI workflows
- Excellent written English
- Proactive, organized, decisive
Tools You'll Use:
- Google Workspace
- ClickUp (core platform)
- Discord / Slack
- Google Meet / Zoom
- Basic automation tools (ClickUp Automations, Zapier, Make, n8n)
Schedule:
- Must be available during Pacific Time working hours
- Start part-time with potential to grow into full-time based on performance and fit
We're looking for an Executive Assistant who is more of an operations partner than a scheduler. Someone who thinks in systems, removes friction, and helps a founder operate across multiple businesses and rapid-moving projects.
This role is NOT just calendar + email. This is for someone who connects people, tasks, vendors, and decisions, builds structure, and uses AI + automation to keep operations running smoothly.
Key Responsibilities:
1. Executive Support (with judgment)
- Manage calendar, inbox, scheduling blocks, and follow-ups with context and decision awareness
- Track commitments and ensure nothing drops
- Prepare summaries, action lists, and structured updates using AI tools
2. Systems, Organization & Documentation
- Build and maintain clean, scalable systems: folders, docs, contracts, SOPs, dashboards
- Organize information across multiple companies, tools, and teams
3. ClickUp Ownership (Advanced)
- Structure spaces, lists, statuses, and workflows for multi-business operations
- Build operational dashboards, reporting views, and cross-team visibility
- Set up basic automations to reduce manual work
4. Vendor & Partner Coordination
- Communicate with contractors, vendors, and external partners
- Track deliverables, proposals, contracts, and next steps
5. Operations & AI-Forward Workflows
- Assist with hiring coordination, payments, access management, and day-to-day ops
- Troubleshoot small tech issues independently (Google Workspace, ClickUp, Discord)
- Use AI to draft documents, prep briefs, summarize calls, and solve operational bottlenecks
- Identify opportunities to automate repetitive tasks with tools like Zapier or ClickUp automation
6. Problem-Solving & Ownership
- Solve 80% of problems without escalation
- Bring structure to chaos; anticipate issues before they become problems
What We're Looking For:
- Experience supporting a founder or C-level in a high-velocity environment
- Strong operational + systems thinking
- Proven ClickUp power-user (required)
- Highly tech-savvy, comfortable with new tools and AI workflows
- Excellent written English
- Proactive, organized, decisive
Tools You'll Use:
- Google Workspace
- ClickUp (core platform)
- Discord / Slack
- Google Meet / Zoom
- Basic automation tools (ClickUp Automations, Zapier, Make, n8n)
Schedule:
- Must be available during Pacific Time working hours
- Start part-time with potential to grow into full-time based on performance and fit