We're Hiring: Executive Assistant

Schedule: Full-Time | 6am–3pm or 7am–4pm EST

We're hiring an Executive Assistant to work closely with our CEO and help keep the business organized and moving forward.

You'll manage the CEO's calendar and inbox, coordinate meetings and projects, handle travel and vendors, track follow-ups, and help improve internal processes.

This role is ideal for someone who is highly organized, proactive, detail-oriented, and good at solving problems. You should be comfortable managing multiple priorities, working independently, and taking ownership from start to finish.

You'll work closely with the CEO, Operations, and other teams across the company.

What You'll Do

Executive Support

Manage the CEO's calendar, meetings, and time zones
Manage and organize the CEO's inbox
Draft and send replies when appropriate
Prepare meeting agendas, notes, and follow-ups
Track action items and make sure they get completed
Help the CEO stay organized and on top of priorities
Prepare and maintain documents, reports, presentations, and other materials
Coordinate domestic and international travel
Manage vendors, subscriptions, and recurring services
Coordinate with internal and external contacts

Operations & Project Management

Coordinate projects and tasks across different teams
Track deadlines, priorities, and deliverables
Follow up with team members and external partners
Identify problems, blockers, and delays and help find solutions
Keep projects and information organized
Create and maintain SOPs for recurring tasks
Improve and document internal processes
Maintain trackers, databases, and project management tools
Coordinate onboarding, offboarding, and other operational tasks
Take ownership of tasks and projects from start to finish

Requirements

Must-Haves

3+ years of experience in executive assistance, virtual assistance, operations, project coordination, or a similar role
Experience supporting a Founder, CEO, or C-level executive
Experience coordinating projects, tasks, deadlines, and deliverables
Excellent written and spoken English
Strong organization and attention to detail
Strong problem-solving skills
Able to manage multiple priorities independently
Proactive and comfortable taking ownership
Strong follow-up and coordination skills
Comfortable working with U.S. teams and U.S. business hours
Experience with Google Workspace, Slack, Notion, or similar tools
Experience using AI tools such as Claude or ChatGPT to work more efficiently

Strongly Preferred

Experience working with a SaaS company
Experience working in a startup or fast-paced environment
Experience with project management tools such as Asana, ClickUp, Monday.com, Linear, or similar
Experience creating or improving SOPs and internal processes
Experience coordinating vendors, contractors, or external partners
Experience managing travel arrangements and itineraries
Experience with CRM or internal databases
Experience with Zapier, Make, n8n, or other automation tools
Experience working across multiple departments
Experience handling confidential or sensitive business information

What We Offer

100% remote

10 days PTO + US holidays

Monthly healthcare allowance

$50–$100/month equipment & connectivity stipend (as needed)

Real career growth as Upstack scales

Your Application Roadmap

You've applied - awesome! Here's what happens next:

Step 1: Application Review

Our team will review your experience, skills, and qualifications to see if there's a strong match for the role.

Step 2: Initial Interview

If your background aligns with what we're looking for, we'll invite you to a conversation with our recruiting team. This is our chance to learn more about you - and your chance to learn more about us.

Step 3: Online Assessment

Depending on the role, you may be asked to complete a short skills assessment so you can showcase what you do best.

Step 4: Final/Client Interview

Top candidates will move forward to meet with the hiring manager or client team. Bring your experience, your wins, and your personality - we want to get to know the real you.

Step 5: Job Offer

If it's a great match on both sides, we'll present your offer and get you ready for an exciting new chapter.

Not selected for this role No worries. Strong candidates may be considered for future opportunities that better match their skills and experience. We appreciate every application and can't wait to meet talented professionals like you!

To prioritize your application, please complete this form: https://binary.so/zYchy3s