Executive Operations Associate

Direct CEO Support | Fully Remote | Full-Time
9:00 AM – 5:00 PM PST | Minimum 3–5 Years Executive Support Experience Required

Reports To

Founder & CEO

Location

Fully Remote

Hours

9:00 AM – 5:00 PM PST / 10:00 AM – 6:00 PM EST
Flexibility required when leadership travels internationally.

Employment Type

Full-Time

Work Split

70% Business Operations
15% Personal Support
15% Creative / Film Support

Experience Required

3–5+ years supporting a Founder, CEO, or C-suite executive within a fast-paced company environment ($10M+ company experience strongly preferred)

About the Role

This is not an entry-level Executive Assistant role.

We are looking for a highly capable Executive Operations Associate to serve as the operational layer supporting the Founder & CEO across business, operational, personal, and creative priorities.

This person will operate as a true right hand — managing communication, organizing operations, maintaining systems, protecting executive bandwidth, and ensuring execution happens without constant oversight.

You will have access to sensitive business and personal information and will be trusted to operate with discretion, urgency, and strong independent judgment.

The ideal candidate understands how to support a high-performing executive in a fast-moving environment. You know how to anticipate needs, solve problems proactively, and build systems that create leverage.

This role sits much closer to operations and execution than traditional administration.

Source context from client-provided JD.

What You’ll Own

1. Calendar & Inbox Management

Own and manage the CEO’s calendar, scheduling, and prioritization
Protect focus time and resolve scheduling conflicts proactively
Manage and triage Gmail inbox communications
Draft professional communications on behalf of leadership
Coordinate internal and external meetings
Manage travel logistics, scheduling confirmations, and executive coordination
Ensure meetings include agendas, prep notes, and supporting documentation

2. Operations & Execution

Take rough direction from Loom videos, Slack, voice notes, or meetings and turn it into clean execution
Track deadlines, follow-ups, and pending decisions
Organize and maintain Google Drive structure, documentation, and version control
Support operational coordination using project management tools
Build, improve, and document SOPs
Coordinate cross-functional tasks with leadership and operational stakeholders
Help improve workflows and organizational efficiency

3. AI & Systems Management (Critical Requirement)

Use ChatGPT, Claude, and AI tools daily to improve workflow efficiency
Process transcripts, draft documents, summarize information, and organize materials
Maintain AI knowledge bases and internal documentation
Build simple AI workflows and operational automations independently
Quickly learn and adapt to new software systems without hand-holding

4. Personal & Creative Support

Assist with personal scheduling and administrative coordination for the CEO
Support creative and film-related projects as needed
Handle communication, coordination, and document preparation across multiple workstreams

What We’re Looking For

Non-Negotiable Requirements

3–5+ years supporting a Founder, CEO, or senior executive directly
Experience in fast-paced startup, operational, or high-growth environments
Exceptional written and verbal English communication
Strong AI fluency with tools like ChatGPT and Claude
Advanced Google Workspace proficiency (Gmail, Calendar, Drive, Docs, Sheets)
Extremely organized with strong personal systems and follow-through
High ownership mentality and proactive communication
Ability to work independently with minimal oversight
Strong problem-solving ability and operational thinking

Strongly Preferred

Experience supporting executives across business + personal workstreams
Experience with operational systems and project management platforms
Familiarity with tools like Ninety.io, Avoma, Slack, ClickUp, Notion, or similar
Experience building AI workflows or lightweight automations
Canva or presentation/design experience
Startup experience strongly preferred

Source context from client-provided JD.

This Role Is NOT For You If…

You need highly structured direction before taking action
You struggle to learn software independently
You prefer repetitive or highly routine work
You are reactive instead of proactive
You are uncomfortable operating in ambiguity
You have only handled task-based administrative support without ownership

Success Metrics

First 30 Days

Smooth transition from current support structure
Inbox and calendar systems fully organized
Weekly workflows documented and operational
Executive priorities properly tracked and managed

First 60 Days

Ability to execute tasks independently from brief instructions
Calendar and operational systems running proactively
AI workflows actively supporting day-to-day operations

First 90 Days

Executive bandwidth significantly improved
SOPs documented and operationally maintained
High trust established with leadership
Most logistical and operational friction removed from leadership’s plate

The defining measure of success: leadership is never slowed down by something that should have already been handled.

Executive Operations Associate - 60009337954