Executive Assistant / Executive Operations Partner to Multi-Business Founder — Long-Term

I am looking for an exceptional Executive Assistant to work directly with me across several businesses and help me regain control of my time, inbox, calendar, follow-ups, and priorities. This is NOT a basic virtual assistant/data-entry position. I am looking for someone who can eventually become a trusted extension of me — someone highly organized, proactive, intelligent, discreet, and capable of understanding what requires my attention versus what can be handled without me. I own and operate multiple businesses across manufacturing, education/media, consumer products, e-commerce, distribution, and several new ventures currently being developed. My primary company is a U.S.-based aerospace/defense manufacturing company. I also operate and invest time in several other businesses and brands. There are constantly emails, meetings, vendors, employees, freelancers, customers, investors, projects, deadlines, and follow-ups competing for my attention. Your job is to help create order around all of it. ## What You Will Eventually Own ### Inbox Management * Review and organize incoming emails * Identify what actually requires my attention * Draft responses for my approval * Respond independently to routine matters once authorized * Track emails that require follow-up * Make sure important communications do not get buried * Help me move toward only personally reviewing the small percentage of emails that truly require my judgment ### Calendar Management * Manage meetings across multiple businesses * Coordinate scheduling without requiring me to participate in the back-and-forth * Protect blocks of focused work time * Confirm meetings and appointments * Reschedule when priorities change * Prevent unnecessary meetings from filling my calendar * Prepare me for important meetings ### Follow-Up & Accountability One of the most important parts of this job. If I say: "Follow up with John next Tuesday." I want to know that it will happen without my having to remember it again. You will: * Track commitments * Follow up with employees, vendors, freelancers and partners * Maintain action items * Identify overdue items * Remind me when my decision is needed * Make sure projects do not disappear because everyone became busy ### Executive Organization Help maintain a master view of what is happening across my businesses. Examples: HALCYON * Open priorities * Hiring * Customer/vendor follow-ups * Investor/financing conversations * Operational projects CONSUMER BRANDS * Product development * Manufacturing * Creative projects * Marketing * Website/e-commerce * Freelancers EDUCATION/MEDIA BUSINESS * Marketing * Sales * Sponsorships * Content * Team projects OTHER VENTURES * New business development * Personal brand * Book/project development * Miscellaneous investments and opportunities I do NOT expect you to understand every business immediately. I expect you to develop a system that allows us to manage them. ## Other Responsibilities May Include * Creating and maintaining task/project dashboards * Meeting agendas and notes * Converting meetings and voice notes into action items * Recruiting/interview scheduling * Vendor and freelancer coordination * Basic research * Travel planning * Document and presentation preparation * Organizing Google Drive/Dropbox/files * Creating simple reports * Maintaining SOPs * Personal administrative tasks when necessary * Using AI tools to improve productivity * Learning new software quickly ## What I Am NOT Looking For I do not want someone who waits every morning for me to send them a list of tasks. I already have enough people asking me: "What do you want me to do?" I want someone who eventually says: "Here are the five things that need your decision today. I've handled everything else." That is the goal of this position. ## The Right Person You are probably a good fit if you: * Have previous experience supporting a founder, CEO or senior executive * Are extremely organized * Have excellent written and spoken English * Have strong judgment * Are comfortable asking questions when necessary * Can also make reasonable decisions without constantly asking permission * Are proactive rather than reactive * Follow through relentlessly * Are comfortable working across several businesses simultaneously * Can deal with changing priorities * Are comfortable communicating with executives, employees, vendors and freelancers * Are highly discreet with confidential information * Are technologically capable * Learn new systems quickly * Are comfortable using AI tools such as ChatGPT * Are looking for a long-term relationship rather than a temporary gig Experience with Google Workspace, Microsoft Office, Slack, project-management software, CRMs, calendar systems and AI productivity tools is strongly preferred. ## Important — Aerospace / Defense Business One of my businesses works in U.S. aerospace and defense manufacturing and handles ITAR/CUI-controlled information. This role will NOT automatically receive access to export-controlled technical data, engineering drawings, controlled customer information or restricted systems. We maintain separate access and compliance controls for that business. You do not need aerospace or engineering experience to apply. ## Working Hours I am based in California and operate primarily on U.S. Pacific Time. You do not necessarily need to live in the United States, but you MUST have reliable daily overlap with my working hours. Candidates from the Philippines, Latin America and other international locations are welcome. Please clearly state what hours you can consistently work in Pacific Time. ## Initial Structure I would like to begin with approximately 20–30 hours per week. If the relationship works well, this can grow into a long-term, potentially full-time position with substantially more responsibility. The first 30–60 days will focus heavily on learning how I work, organizing systems, understanding priorities, calendar management, inbox organization, and building trust. Responsibility will increase as trust is earned. ## How to Apply Please begin your proposal with the word **ORBIT** so I know you actually read the posting. Then answer these questions: 1. Tell me about the most demanding CEO/founder/executive you have supported. What did you personally handle for them? 2. Have you ever managed an executive's inbox? Approximately how many emails were they receiving, and what were you authorized to do? 3. Give me an example of something you noticed and handled proactively before your executive asked you to do it. 4. Imagine I have 75 unread emails, five businesses, six meetings tomorrow and three employees waiting for decisions. How would you organize my attention? 5. What hours can you consistently work in U.S. Pacific Time? 6. What project-management, email, calendar, AI and communication tools are you strongest with? 7. Why are you looking for a new long-term EA position? Please also include a short 2–3 minute Loom/video introduction. Do not send a highly polished generic AI-generated cover letter. I care much more about how you think and communicate than how impressive your proposal sounds. ## What Success Looks Like In the beginning, I will still review most things. Over time, I want you to learn my priorities and decision-making well enough that: * My calendar stays under control * Important commitments never disappear * Projects continue moving without my constant involvement * My inbox becomes manageable * My team knows where to go for coordination * I am interrupted less frequently * I spend significantly more time on strategy, customers, growth and decisions that actually require me The ultimate goal is simple: **Help me stop being the bottleneck across my businesses.** If you're looking for a long-term position where your responsibility can grow significantly as trust develops, I'd like to hear from you.