Executive Assistant to Founders

As our Executive Assistant, you will handle a wide range of tasks—from inbox management and daily scheduling to overseeing project tasks and coordinating with teaUpgrade to see actual infombers. The ideal candidate is detail-oriented, comfortable in a fast-paced environment, and excellent at communicating. You’ll be a key player in helping our founders stay on top of deadlines, projects, and strategic objectives.


### **Responsibilities**
1. **Inbox & Daily Prioritization**
- Keep founders’ inboxes organized and clear each morning.
- Flag high-priority emails and ensure timely follow-ups.
- Draft concise summaries of urgent matters.

2. **Task & Meeting Management**
- Schedule and prepare agendas for daily meetings.
- Track tasks and deliverables, following up as necessary.
- Ensure teaUpgrade to see actual infombers submit daily logs; follow up when missing.

3. **Organizational Rhythm & Operational Efficiency**
- Maintain and update the master calendar of recurring meetings.
- Reschedule or cancel appointments as needed.
- Keep track of deadlines, project milestones, and important events.

4. **Tax & Accounting Support**
- Monitor tax and accounting tasks; ensure deadlines are met.
- Coordinate filings with our accounting partners.
- Follow up on any operational action items related to finance.

5. **Document & Communication Management**
- Draft, edit, and send one-pagers, forms, and important documents.
- Use AI tools (e.g., ChatGPT) to create first drafts or outlines.
- Maintain file organization and version control.

6. **Market & Competitor Research**
- Conduct background research on potential clients, partners, or competitors.
- Provide concise summaries and insights before meetings.
- Handle ad hoc research tasks as assigned.

7. **Follow-ups & Organization**
- Keep comprehensive track of tasks, follow-ups, and deadlines.
- Ensure both founders and teaUpgrade to see actual infombers stay organized and on track.

8. **Social Media Management**
- Post prepared content on social channels.
- Engage with comments, track interactions, and manage conversions.
- Put ‘I’m ready to keep your team organized.’ in title of your application to make sure we read your application.
- Coordinate with marketing or design teams as needed.

9. **Personal Task Management**
- Assist with personal errands and tasks for the founders.
- Manage personal schedules, reservations, and day-to-day logistics.

### **Qualifications**
- Proven experience as an Executive Assistant, Virtual Assistant, or similar role.
- Exceptional organization and time-management skills.
- Proficiency in project management and collaboration tools (e.g., Slack, Linear, Superhuman).
- Proficiency in AI tools (e.g., ChatGPT, Gemini, Claude).
- Strong written and verbal communication skills.
- Basic understanding of financial/accounting practices (preferred).
- Proactive mindset with the ability to anticipate needs.
- High attention to detail and ability to work with minimal supervision.

### **What to include in your application**
Please send us:

1. Computer & OS details:
- Screenshot of your computer's specs

2. Internet details:
- Screenshot of your internet speed test from Upgrade to see actual info
- Information about any backup internet connection (mobile hotspot, etc.)

3. Phone & communication setup:
- Screenshot of your phone's specs
- Confirmation you can install: Slack, Microsoft Teams, Google Chat
- Experience with video conferencing tools
- Confirmation of working webcam and microphone