Internal Operations and executive assistant

Virtual Momentum is a U.S.-based virtual assistant agency that supports busy founders and businesses with high-level operations and executive support. We are looking for an Austin-based Internal Operations and Executive Assistant to work directly with our founder and help keep the internal machine of the business running smoothly. This hybrid role blends executive assistant work (calendar, inbox, meeting prep, follow-through) with internal operations (time tracking, team capacity, hiring coordination, SOPs, and systems). It’s ideal for someone who loves being the organized “second brain” behind a founder and enjoys both admin and operations. What you’ll do Executive support • Manage the founder’s calendar, meetings, and protected focus time. • Triage and organize inboxes, draft responses, and make sure nothing important slips through. • Run a weekly planning session with the founder, capturing priorities and turning them into tasks and follow-ups. • Prepare agendas, notes, and action items for calls; track and follow through on commitments. • Assist with travel, appointments, and Internal operations • Organize and monitor time tracking; help ensure clean, accurate entries. • Track team availability and capacity so we know who is at/over hours and who is free for new work. • Review project time and flag overages or patterns that need attention. • Help create, update, and organize SOPs and internal documentation. • Maintain project management boards and task lists so work is clearly assigned and up to date. • Support hiring operations: posting roles, reviewing candidates, scheduling and/or conducting interviews, and tracking pipelines. Growth and outreach support • Help maintain simple outreach and follow-up systems (LinkedIn, email, etc.). • Support social media engagement and basic posting based on direction. • Keep CRM / HubSpot-style tools updated with leads, contacts, and notes. About you • Highly organized, detail-oriented, and proactive. • Strong written and verbal communicator. • Comfortable managing multiple priorities in a fast-moving, founder-led environment. • Tech-comfortable and quick to learn new tools (time tracking, project management, CRM, etc.). • Exercise good judgment and handle confidential information with discretion. • Local to Austin and available for ongoing support. Austin-based is a must