Fully Remote Executive Assistant

We’re looking for a highly organized, proactive Executive Assistant to support two founders by managing their calendars, inboxes, communications, and day‑to‑day coordination. In this fully remote role, you’ll serve as a trusted right hand — protecting executive time, reducing noise, and ensuring smooth, efficient operations across their daily workflows. You will serve as the first line of coordination for both internal and external stakeholders. 

This position is ideal for someone who thrives in a fast‑paced environment, communicates with clarity, and has a natural sense of command and control.

Key Responsibilities:

Calendar & Scheduling Management

• Manage and coordinate two executive calendars with precision.
• Prioritize meetings based on urgency, strategic value, and time sensitivity.
• Proactively identify scheduling conflicts and resolve them independently.
• Ensure both executives are fully prepared for upcoming meetings.

Inbox & Communication Gatekeeping

• Serve as the primary filter for both executives’ inboxes.
• Triage, categorize, and respond to emails where appropriate.
• Identify low‑value or irrelevant inbound requests and eliminate noise.
• Draft professional responses and maintain a consistent communication tone.
• Manage inbound calls, outbound calls, and text messages via Dialpad.

Coordination & Follow‑Through

• Book calls with prospects, clients, and partners.
• Ensure meeting notes and follow‑ups are captured and routed correctly.
• Coordinate with internal AI‑powered systems (e.g., CRM‑updating agents) by providing accurate inputs such as meeting notes and email summaries.
• Maintain awareness of relative dates, deadlines, and time‑sensitive commitments.

Systems & Tools

• Use Google Workspace extensively (Gmail, Calendar, Drive, Docs, Sheets).
• Operate within Dialpad for calls, SMS, and delegated phone access.
• (Future) Use Claude and the company’s Second Brain system to interrogate information and support workflows.

What We're Looking For:

• 3+ years of experience as an Executive Assistant or similar role.
• Strong command of English with excellent written and verbal communication.
• High level of professionalism and confidence when interacting with stakeholders.
• Demonstrated ability to manage multiple calendars and inboxes simultaneously.
• Strong sense of ownership, follow‑through, and time management.
• Comfort making decisions independently and acting as a gatekeeper.
• Experience working in fast‑paced, founder‑led environments.

Nice-to-Have:

• Familiarity with Claude or other AI productivity tools.
• Experience with Dialpad or similar virtual phone systems.
• Exposure to sales‑adjacent environments (booking calls, managing inbound interest).
• Interest in growing into a Chief of Staff (EA‑track) role over several years.

Other Requirements:

• High-speed fiber internet (minimum 50–100 Mbps).
• Own laptop/desktop with external monitor.
• Stable backup power supply.
• Quality headset with a built-in microphone.
• Availability: Monday–Friday during U.S. time zones.