Executive Personal Assistant / Founder Operations Assistant

We are looking for an exceptional Executive Personal Assistant / Founder Operations Assistant to support a fast-moving entrepreneur who owns and operates multiple businesses, including a growing e-commerce brand. This is not a basic admin role. We are looking for someone highly organized, proactive, extremely reliable, and capable of supporting both the personal and business side of a founder’s life. The right person should not just be a task taker. We need someone who can take ownership, think ahead, find ways to improve the founder’s efficiency, and proactively identify problems before they become issues. You will help manage daily logistics, communication, scheduling, hiring, follow-ups, research, tedious admin tasks, vendor coordination, forms, calls, business operations, and personal organization across multiple projects. You must have excellent English, strong judgment, and the confidence to handle calls when needed. What You’ll Be Responsible For: - Managing and organizing the founder’s calendar, meetings, calls, appointments, travel, and personal schedule. - Handling personal logistics such as reservations, appointments, travel planning, errands, vendor coordination, reminders, and general life admin. - Managing email, messages, and communication triage so important items are prioritized and nothing slips through the cracks. - Creating follow-up systems to track tasks, deadlines, people, vendors, suppliers, agencies, lawyers, accountants, internal team members, and personal commitments. - Taking ownership of open loops and making sure things are actually completed, not just written down. - Identifying areas where the founder’s time, schedule, systems, communication, or workflow can be improved. - Completing tedious but important tasks such as filling out forms, signing up for platforms, submitting applications, gathering documents, organizing files, and handling admin processes. - Calling businesses, vendors, service providers, government offices, platforms, venues, hotels, suppliers, or other contacts to get the correct information. - Cross-connecting personal and business events so the founder’s schedule, travel, meetings, appointments, and commitments are organized together properly. - Preparing meeting briefs, summaries, notes, action items, and follow-up messages. - Helping hire high-level people for the business, including operators, managers, agencies, creatives, marketers, product/sourcing roles, customer support leaders, and other key positions. - Posting jobs, screening applicants, shortlisting strong candidates, coordinating interviews, and helping manage hiring pipelines. - Researching candidates, vendors, agencies, software, tools, travel options, events, business opportunities, and other founder requests. - Coordinating with internal team members and external partners to make sure projects move forward. - Taking messy voice notes, ideas, or instructions and turning them into organized tasks, messages, documents, and next steps. - Building systems for organization using tools like Google Workspace, Notion, ClickUp, Asana, Slack, Airtable, or similar platforms. - Handling calls when needed with strong English, professionalism, and confidence. - Supporting multiple business and personal projects at once without needing constant reminders. Who We’re Looking For: You should be someone who is extremely organized, proactive, and comfortable working directly with a founder. You must have excellent written and spoken English. You should be able to communicate clearly, think ahead, follow up aggressively but professionally, and keep track of many moving pieces at once. We do not want someone who only waits for instructions. We want someone who can take ownership, spot problems, suggest improvements, remind us of what is slipping, and help keep the founder’s life and businesses organized. You should be comfortable with both high-level business support and tedious admin execution. Some days you may be helping organize hiring pipelines or coordinating with business partners. Other days you may be filling out forms, calling around for information, booking appointments, organizing travel, or chasing vendors for updates. The right person should be willing to do both. Required Skills: - Excellent spoken and written English. - Strong calendar, email, and task management. - Experience supporting founders, CEOs, executives, or high-performing entrepreneurs. - Ability to manage both personal and business-related tasks. - Strong hiring/recruiting support experience. - Comfortable screening candidates and helping identify high-quality talent. - Strong research skills. - Comfortable calling around to gather information, confirm details, negotiate basics, or coordinate logistics. - Able to complete forms, signups, applications, document collection, and tedious admin tasks with accuracy. - Highly organized and detail-oriented. - Comfortable joining or handling calls when needed. - Strong communication skills. - Ability to work quickly and handle urgent requests. - High discretion and trustworthiness with confidential information. - Ability to proactively improve systems, workflows, and organization without being asked. - Familiarity with tools like Google Calendar, Gmail, Google Drive, Slack, Notion, ClickUp, Asana, Airtable, or similar. Nice to Have: - Experience working with e-commerce brands. - Experience hiring for marketing, operations, creative, product, sourcing, or customer support roles. - Experience managing vendors, agencies, contractors, or offshore teams. - Experience with Shopify, Upwork, LinkedIn, Slack, Notion, or project management tools. - Experience creating SOPs, trackers, hiring pipelines, and follow-up systems. - Experience working with fast-paced entrepreneurs. - Experience handling personal assistant responsibilities for a busy founder or executive. Ideal Personality: - Proactive, not passive. - Takes charge instead of waiting to be told every step. - Fast, but detail-oriented. - Very strong communicator. - Comfortable chasing people for updates. - Calm under pressure. - Good judgment. - Resourceful and able to figure things out. - Able to spot inefficiencies and suggest better systems. - Loyal, discreet, and trustworthy. - Comfortable handling confidential personal and business information. - Comfortable working in a fast-moving, sometimes chaotic environment. - Able to bring order, structure, and clarity. - No ego around tedious tasks. - Strong enough to handle important business tasks, but also willing to complete basic admin work when needed. Example Tasks: - Book travel, hotels, restaurants, appointments, and meetings. - Organize the founder’s weekly calendar. - Create a weekly “needs your decision” list. - Follow up with lawyers, accountants, suppliers, team members, agencies, and candidates. - Find and shortlist candidates for senior business roles. - Screen applicants and summarize the best ones. - Prepare briefs before important calls. - Summarize calls and assign action items. - Research vendors, agencies, tools, events, or business opportunities. - Call around to gather pricing, availability, timelines, requirements, or policy information. - Fill out forms, applications, registrations, and signups. - Organize Google Drive folders, documents, contracts, and notes. - Turn voice notes into clear tasks, emails, or project plans. - Track open loops so nothing is forgotten. - Connect personal and business scheduling so travel, meetings, events, and appointments work together properly. - Find ways to remove repetitive tasks from the founder’s day. Work Style: This role requires availability, responsiveness, and strong ownership. You will be trusted with important personal and business tasks, so reliability is extremely important. We are looking for someone long-term who can grow into a key asset across multiple businesses. The best person for this role will act like an extension of the founder’s brain: organized, proactive, discreet, fast, and always thinking about how to make the founder more efficient. To Apply Please include the following in your application: - Your previous experience supporting founders, CEOs, or entrepreneurs. - Your experience with hiring or recruiting high-level candidates. - Your spoken English level and whether you are comfortable taking calls. - Your experience handling personal assistant tasks. - Your experience completing forms, admin tasks, signups, research, and calling businesses/vendors for information. - The tools you are experienced with. - Your availability and time zone. - A short example of how you would keep a busy founder organized. - A short example of a time you proactively improved someone’s workflow, schedule, or efficiency. - Why you think you would be a strong fit for this role. Important: Please do not apply if you are only looking for a simple admin role. We need someone who can think, communicate, organize, follow up, hire, research, call around, complete tedious tasks, and help keep both the founder’s life and businesses moving forward. This role is for someone who takes ownership, not someone who only waits for instructions.