Executive Assistant & Project Coordinator — Founder's Right Hand (SaaS / Book Marketing)

We're hiring a sharp, highly organized Executive Assistant & Project Coordinator to work directly with the co-founder of CraveBooks. A growing online business in book promotion, SaaS, AI and digital marketing. This is not a basic admin role, and it's not a task-taker role. We're looking for the co-founder's right hand: the person who keeps every team, project, and priority moving, knows the status of everything at all times, and makes sure nothing slips through the cracks. You'll be the connective tissue between our Development, Marketing, and Admin/Support teams. The one person the founder can rely on to walk into any meeting fully informed. You'll report directly and only to the co-founder. Early on, your job is to learn the business, take on small tasks/projects then start to coordinate, track, follow up, and report as you grow over the weeks and months. This job is not to make decisions independently. As trust is built and you've shown you can be relied on, the role grows: more responsibility, more hours, more authority to execute, and higher pay. What You'll Be Doing Meetings & notes: 1. Attend internal team meetings across both our US and India teams (the founder will not always be present) 2. Take clear, detailed notes and turn them into clean summaries with action items, owners, and deadlines 3. Distribute summaries to the right people and brief the founder on what matters Cross-team project tracking: 1. Help track tasks, priorities, projects, and sub-projects across Development, Marketing, and Admin/Support with admin team. 2. Always know where things stand, what's done, in progress, overdue, or blocked 3. Maintain one reliable source of truth in Trello/Google so nothing lives only in someone's head Reporting: 1. Deliver daily and weekly cross-functional status reports to the founder 2. Give the founder a complete accountability picture before every meeting, who committed to what, and whether it happened Follow-up: 1. Chase incomplete tasks, unanswered messages, and open loops across the whole team, politely, persistently, and without being asked 2. Make sure commitments people make are commitments people keep Getting up to speed: 1. Meet one-on-one with team members to learn our business, systems, integrations, and who owns what. 2. Getting yourself spun up is part of the job and we'll have tasks to complete at the start for things like product lines, audits and similar to learn the business quickly. Who You Are You may be a strong fit if: 1. You naturally create order out of a lot of moving pieces 2. You follow up without being told and never let things quietly fall off the radar 3. You see things through to completion to you, "done" means actually done 4. You're comfortable holding people accountable to their commitments: polite, persistent, professional 5. You think a step ahead and surface problems and bring solutions 6. You take ownership of outcomes, not just tasks 7. You communicate clearly and concisely in writing 8 You're dependable, calm, and steady in a fast-moving remote business Required Skills (non-negotiable) 1. Prior experience as an Executive Assistant, Project Coordinator/Manager, Operations Assistant, or similar 2. Excellent written and spoken English 3. Outstanding note-taking and meeting-summary skills 4. Strong organization and genuine follow-through 5. Ability to track work (with admin team help) across multiple people and teams without dropping anything 6. Comfortable and productive with AI tools 7. Reliable, professional, proactive, not passive Bonus Skills (not required — mention if you have them) Experience supporting founders or executives directly SaaS or online marketplace businesses Digital marketing, newsletters, or outreach campaigns Schedule & Time Zones This role requires a split schedule: For the most part all meeting will be based on India time. Typically 2-3 one hour team meetings a week. Owner is US based and will need responses during US business hours (updates, quick tasks, follow ups, etc) Please be sure you can reliably cover both before applying. Hours, Pay & Growth Path Starting at ~10 hours per week (increasing monthly up to 40 hours as we see your commitment) Pay: $6–$9/hour to start, based on experience This is a long-term role with a clear growth path: as trust is built, the role expands toward full-time, with more responsibility, more authority, and higher pay Hiring process: video interview (see below) → short paid trial project → one-on-one call → part-time → full-time for the right person To Apply Please include the following in your proposal: Step #1: Begin your proposal with the word RUDDER so we know you've read this in full. It this isn't included you will not make it to step 2 Include a short summary of your relevant EA / project coordination / operations experience The tools you've used for task tracking, note-taking, reporting, communication, AI tools whatever you think helps. Your normal working hours (in your time zone), and confirmation you can cover both India business hours and US Mountain Time mornings Any bonus skills we should know. Step #2: After you submit the proposal information from step 1, we will start the video interview process if we think you will be a good candidate for this next step. Serious, long-term applicants only. We're looking for someone who wants to grow and have a solid/steady job with a dynamic team. No companies hired for this position, this is individual contract to hire only. If you think you can use exclusively AI to do this job then don't apply.