Executive Assistant, AI & Business Operations

About the Role

• Fully remote
• Working directly with the CEO
• Monthly compensation in USD

We are a startup where priorities can change quickly, processes are still developing, and several important initiatives often run in parallel. We are looking for someone who enjoys this environment and can bring structure, calm, and reliable execution to a busy working day. Our work spans HR, finance, IT, and marketing, with AI playing a practical role in how we organize information, coordinate work, and improve processes.

Job Description

As Executive Assistant to the CEO, you will be a trusted right hand who turns priorities into clear actions and follows them through to completion. You will anticipate needs, organize competing demands, coordinate people, and maintain a reliable overview of what requires attention across the business. Inbox and calendar management form part of the role, alongside broader responsibility for organizing projects, improving workflows, preparing decisions, and keeping commitments on track. You should bring practical experience using AI to accomplish meaningful work. This includes creating and using reusable AI skills: structured instructions, relevant context, and tools that help an AI assistant perform recurring tasks consistently. You should be comfortable adapting these workflows, checking their outputs, and recognizing when human judgment or specialist input is needed. You should be comfortable with the pace, uncertainty, and pressure that can come with building a startup. This means adapting when plans change, handling competing requests, and maintaining sound judgment under time pressure. You will help the CEO and team set realistic priorities, make trade-offs, and identify when workload or deadlines need to be adjusted.

Key Responsibilities

• Translate the CEO's priorities into actionable plans with clear owners, deadlines, and follow-up.
• Maintain an overview of ongoing initiatives, identify dependencies, and flag delays or decisions early.
• Coordinate work across the startup team, external partners, and service providers.
• Prepare concise research, meeting briefs, comparisons, and recommendations that support decisions.
• Organize meetings, correspondence, and schedules, capturing decisions and ensuring agreed actions are completed.
• Support HR operations through recruitment coordination, onboarding, documentation, and follow-up.
• Support finance operations by organizing invoices, expenses, payment schedules, and information needed by accounting specialists.
• Support marketing initiatives by organizing briefs, assets, deadlines, and collaboration with internal and external contributors.
• Coordinate IT requests, access requirements, software subscriptions, and communication with technical colleagues.
• Organize and improve how the CEO and startup team use Microsoft 365, keeping communication, documents, tasks, and shared information structured and accessible.
• Connect Microsoft tools with suitable AI skills and workflows, respecting permissions and confidentiality.
• Create, adapt, and maintain AI skills and repeatable workflows for research, reporting, documentation, and operational coordination.
• Check AI-generated work for accuracy, relevance, and completeness before it is used.
• Keep business information organized and handle confidential matters with discretion.

Requirements & Tech Stack

• Experience in executive assistance, business operations, project coordination, or a comparable role involving substantial ownership.
• A working understanding of HR, finance, IT, and marketing, sufficient to coordinate tasks, ask informed questions, and recognize when specialist expertise is required.
• Strong practical experience with Microsoft 365, particularly Outlook, Teams, SharePoint, OneDrive, Excel, Word, and PowerPoint.
• Ability to organize collaboration across these tools, including shared documents, structured information, task tracking, and access coordination.
• Confidence using Excel to maintain operational overviews, reconcile information, and prepare clear reports.
• Practical experience creating or configuring reusable AI skills and applying them to real work.
• Ability to explain a workflow you personally implemented, including how you checked its results and handled its limitations.
• Strong prioritization and follow-through, including the ability to manage several workstreams without constant reminders.
• Clear written and verbal communication in English.
• Confidence working with spreadsheets, documents, shared knowledge systems, and task management tools.
• Sound judgment about confidentiality, access permissions, and the information shared with AI tools.
• Willingness to take responsibility, resolve routine issues independently, and escalate significant risks promptly.
• Resilience and adaptability in a startup environment, including changing priorities, incomplete information, and periods of high workload.
• Ability to remain calm, communicate clearly, and maintain quality under pressure.
• A practical approach to solving problems and taking ownership when established processes or clear instructions are not yet available.
• Confidence raising capacity constraints early, proposing realistic alternatives, and clarifying which tasks take priority.

Especially Valuable Experience

• Working directly with a founder or supporting a small startup team.
• Improving processes that span several business functions.
• Using AI agents, tool integrations, or automation platforms to reduce repetitive work.
• Hands-on experience with Power Automate, Microsoft Copilot, and Copilot Studio to build useful automations and AI assistants.
• Building reusable procedures and shared knowledge that other team members can use.
• Coordinating recruitment, financial administration, suppliers, or marketing delivery.

What We Offer

• Close collaboration with the CEO and visibility across the startup.
• Meaningful ownership of operational work and process improvements.
• A broad role combining executive support, team coordination, and practical AI use.
• A fully remote working arrangement.
• Monthly compensation in USD.

Remote Working Arrangement

You will work remotely and maintain clear visibility of priorities, progress, and blockers. Reliable communication, organized documentation, and consistent follow-through are essential. Working hours and required availability will be agreed upon during the hiring process.