Executive Assistant (Founder Support) (BBS827)

💼 Executive Assistant (Founder Support)
🌎 LatAm
🏠 Remote

About Our Client

Our client is an AI-native classification and compensation platform purpose-built for local government HR teams. It's the only platform of its kind designed specifically for public sector workforce management. Founded by former public servants, agencies representing nearly half of California's population now use it to modernize classification reviews, benchmark compensation, and prepare for union negotiations. The platform positions itself as the operating system for government HR teams that need to compete for talent without the budget of a large enterprise HR function.

About the Role

We're looking for an Executive Assistant to keep calendars, travel, and financial administration running smoothly for a travel-heavy leadership team. This is a high-trust, high-visibility role: you'll be the connective tissue that lets the founders move fast without dropping details.

You'll own end-to-end scheduling for multiple senior leaders, book and manage complex travel across time zones, process invoices and expense reports, and support ad hoc logistics as they arise. The founders need someone who can communicate with confidence on calls, represent them professionally with external contacts, and stay on top of a fast-moving schedule without needing follow-up.

Responsibilities

• Own end-to-end scheduling for multiple senior leaders, proactively managing shifting priorities and catching conflicts before they happen
• Build and communicate meeting invites and maintain calendar norms across the leadership team
• Coordinate scheduling across US Eastern and Pacific time zones in real time
• Book flights, accommodations, and ground transportation, building detailed itineraries that account for time zones and back-to-back meetings
• Handle rebooking and troubleshooting when travel plans shift, including conference travel and hotel blocks for the sales team
• Process invoices and bill payments accurately and on schedule
• Create and submit expense reports, including coding, documentation, and reimbursements
• Make outbound calls on behalf of senior leaders to book appointments, confirm meetings, and follow up with external contacts
• Assist with logistics planning for team events, offsites, and retreats, and build lightweight processes and SOPs as the company grows

What We're Looking For

• Prior experience as an Executive or Administrative Assistant in a startup, VC-backed, or early-stage company
• Fluent written and verbal English with exceptional communication skills (non-negotiable for this phone-facing role)
• Comfortable and confident making outbound calls on behalf of executives
• Extremely detail-oriented and reliable, with end-to-end follow-through without needing reminders
• Persistent and steady under pressure, keeps moving when plans change without waiting to be told what to do next
• Comfortable operating without a rigid job description, willing to take on whatever the team needs
• Familiarity with AI tools such as Claude or ChatGPT for research, drafting, and administrative work

Nice to Have

• Experience managing multiple executives' calendars simultaneously
• Familiarity with Google Suite, Microsoft 365, and Rho or similar expense and finance platforms
• Experience supporting bicoastal or geographically distributed leadership teams
• Genuine interest in government technology or mission-driven early-stage companies

Work Schedule

• 100% remote setup so you can work wherever you're most productive
• This position operates on a full-time basis, with dedicated hours to ensure alignment with the team and delivery of quality work
• Availability Monday through Friday, 10 AM to 8 PM US Eastern Time, with meaningful overlap across US Eastern and Pacific time zones

Compensation & Time Off

• Compensation paid in USD
• Paid bi-monthly on the 15th and 30th
• Paid Time Off according to company policy
• Holidays observed according to company guidelines

Application Requirements

Please submit:

• An updated resume
• A 1–2 minute Loom video introducing yourself, describing your experience supporting founders or senior executives, and walking through how you'd handle needing to call and reschedule a meeting with an important external contact on a leader's behalf

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.

We'll keep you informed throughout the process and provide feedback at each step.

Originally posted on Himalayas