Job Description Overview:
We are seeking a highly intelligent, detail-oriented, and operationally strong Executive Assistant to support the Founder in managing and coordinating a diverse and growing portfolio of businesses both virtual and physical. Our ventures span operations, e-commerce, entertainment, and virtual staffing, with globally distributed teams and a few in-person operations. While this role is fully remote, you will regularly support and communicate with teams involved in physical operations.
This role centers on organization, execution, and dependable administrative support. It is ideal for someone who can manage schedules, handle follow-ups, coordinate meetings, and ensure tasks are completed accurately and on time. We're looking for someone proactive who can stay on top of details, keep workflows moving, and help the Founder stay organized and focused.
The ideal candidate is a reliable force multiplier, someone who anticipates needs, manages priorities, creates structure, and keeps communication and operations running smoothly. While experience with operations or finance is helpful, the role is primarily about strong follow-through, excellent judgment, and the ability to support day-to-day activities across multiple businesses. You'll serve as a steady, trustworthy extension of the Founder in a fast-moving environment.
About The Businesses
The founder is based in Florida and operates a growing portfolio of seven companies (and counting) across various industries. These ventures are lean, fast-moving, and highly dependent on operational excellence, strategic oversight, and cross-functional collaboration. From team building to vendor negotiations, from financial reviews to special projects, the work is dynamic, varied, and always evolving.
Further information about the founder will be provided to shortlisted candidates.
Requirements
Required Availability:
- Full-time engagement supporting the Founder exclusively; this is a dedicated 1:1 role and not suitable for EAs managing multiple clients
- Flexible, on-call availability during the Founder's waking hours (approx. 8am-10pm EST)
- Work hours will fluctuate based on workload, communication needs, and travel schedules
- Expected to be responsive during U.S. business hours
- Occasional evening or weekend availability as required
- Must maintain ownership of responsibilities even during PTO to ensure continuity
- Occasional support during international travel may be required
Education & Experience:
- Bachelor's degree preferred (business, communications, operations, or related fields)
- 3+ years of experience as an Executive Assistant supporting C-suite executives
- Prior experience working closely with a Founder, CEO, or senior executive is required
- Strong written and spoken English; will represent the Founder in communication and meetings
- Proficiency with modern tools: Google Suite, Notion, Slack, project management platforms, and basic automation tools (e.g., Zapier)
- Role Classification: Independent Contractor, 1099
Core Responsibilities:
Founder & Business Support
- Act as a direct extension of the Founder by managing schedules, reminders, priorities, and follow-ups
- Handle complex calendar management, appointment setting, and coordination across multiple businesses
- Prepare the Founder for meetings; join meetings when needed to take notes and ensure follow-through
- Manage communications across email, WhatsApp, Slack, and other platforms
- Organize documents, tasks, and information to keep the Founder focused and moving efficiently
Operations & Execution
- Coordinate with operations teams across multiple businesses to ensure clarity and timely execution
- Track deliverables and deadlines and provide updates to the Founder
- Assist with internal coordination across HR, Finance, Sales, and other functional areas
- Help keep projects organized by tracking tasks and ensuring follow-ups happen
- Coordinate with third-party vendors, service providers, suppliers, and external partners
Administrative Support
- Assist with research tasks appropriate to EA-level work
- Prepare summaries, reports, meeting notes, and basic documentation
- Support hiring coordination such as scheduling interviews or managing onboarding steps
- Assist with basic financial admin (invoice tracking, receipts, reimbursements)
- Maintain organized digital systems, files, and workflows
Personal Life Support (As needed)
- Coordinate travel arrangements, itineraries, and logistics for the Founder and family
- Assist with personal appointments, errands, gift sourcing, and personal vendor coordination
- Provide flexible, high-trust support where personal and professional tasks intersect, helping simplify and improve the Founder's life
Desired Traits & Skills:
- Exceptionally organized, reliable, and attentive to detail
- High follow-through; you close loops and ensure nothing is missed
- Strong judgment and ability to make decisions independently within your scope
- Professional and clear communicator, both written and verbal
- Discreet, trustworthy, and capable of handling sensitive information
- Tech-forward, resourceful, and able to learn tools quickly
- Calm, steady, and proactive in fast-moving environments
Benefits
- Monthly contractor rate of $2,000-$2,500 USD, depending on experience
- Includes a probationary period during the first 3 months at a slightly reduced rate
- Unlimited vacation - must oversee all responsibilities to ensure continuity at all times
- Role can scale with the business portfoliothis is a potential long-term, growing opportunity
If you're looking for a role where you can make a real impact, move fast, learn across industries, and act as a true business partnerthis could be the perfect opportunity. We're looking for someone exceptional. If that's you, apply now.
