[Hiring] Executive Assistant to the CEO @VirtuHire

Role Description

We are seeking a highly organised, proactive and experienced Executive Assistant to provide direct support to the Founder & CEO of a fast-growing, US-based technology business. This is an exciting opportunity for a high-performing professional who thrives in a fast-paced startup environment and enjoys taking ownership of executive administration, financial operations, client communications and business coordination. The successful candidate will act as the CEO's right hand, ensuring daily operations run smoothly while supporting strategic business activities. This position offers a clear career progression opportunity into Account Management, with increasing responsibility for client relationships, customer onboarding and project coordination.

Key Responsibilities

• Executive & Personal Assistance
  • Manage the CEO's inbox, calendar, appointments and daily scheduling.
  • Draft professional, accurate and well-structured emails and client communications.
  • Coordinate meetings with clients, prospects, partners and internal stakeholders.
  • Arrange travel, accommodation and business appointments.
  • Handle personal administration, expense tracking and ad hoc requests.
  • Conduct research and prepare reports, presentations and meeting summaries.
  • Anticipate the CEO's needs and proactively manage priorities.
• Financial Administration & Operations
  • Manage bill payments, vendor payments and invoicing.
  • Assist with payroll administration and payment processing.
  • Track expenses, invoices and financial records.
  • Coordinate internal administrative processes and operational workflows.
  • Ensure payments, documentation and financial information are accurate and processed on time.
  • Identify opportunities to improve administrative efficiency and implement better systems.
• Client Communication & Account Support
  • Prepare professional client follow-up emails based on meeting notes and discussions.
  • Coordinate client meetings, scheduling and ongoing communication.
  • Respond to client requests and ensure timely follow-ups.
  • Assist with customer onboarding and implementation processes.
  • Track client deliverables, action items and outstanding tasks.
  • Support account management activities as knowledge of the business develops.
  • Maintain excellent communication standards when dealing with senior stakeholders and enterprise clients.
• Project Management & Business Coordination
  • Coordinate projects, deadlines and internal team activities.
  • Monitor outstanding tasks and ensure deliverables are completed.
  • Maintain organised workflows and project documentation.
  • Support quality assurance reviews of software, data and internal processes.
  • Identify operational challenges and proactively recommend solutions.
• Systems, Technology & AI Tools
  • Use Google Workspace, including Gmail, Google Calendar, Docs and Sheets.
  • Work with Microsoft Excel for reporting, tracking and administration.
  • Utilise HubSpot CRM for client information, follow-ups and account coordination.
  • Leverage AI tools such as Claude, ChatGPT and automation platforms to improve productivity.
  • Use AI-assisted meeting notes and summaries to prepare accurate, professional client correspondence.
  • Identify opportunities to streamline repetitive administrative processes.

Qualifications

• 5–10 years of relevant experience in executive assistance, business administration, operations or similar roles preferred.
• Previous experience supporting a US-based startup CEO or Founder remotely is essential.
• Exceptional written and verbal English communication skills.
• Demonstrated experience drafting professional client-facing emails and business correspondence.
• Hands-on experience with invoicing, vendor payments, bill payments and payroll administration.
• Strong proficiency in Google Workspace or Microsoft 365, particularly Excel, calendars and document management.
• Excellent organisational, multitasking and time-management skills.
• Ability to work independently with minimal supervision.
• Strong attention to detail and commitment to accuracy.
• Experience managing confidential business and financial information.
• Comfortable working US Pacific Time hours on a permanent basis.
• Must be available for full-time, exclusive employment, without conflicting employment commitments.

Advantageous Experience

• Experience working within a SaaS, technology or startup environment.
• Customer success, client onboarding or account management experience.
• HubSpot CRM experience.
• Familiarity with AI tools, workflow automation and productivity platforms.
• Experience coordinating projects and customer implementations.
• Exposure to sales support, lead management, prospecting or business development.
• Experience supporting high-value enterprise clients.

Ideal Candidate Profile

• Exceptionally detail-oriented: Produces accurate, polished work with no careless errors.
• An outstanding communicator: Writes clear, concise, professional emails and confidently communicates with senior stakeholders.
• Proactive and independent: Anticipates needs, solves problems and takes initiative without constant direction.
• Highly organised: Effectively manages multiple priorities, deadlines and responsibilities.
• Commercially minded: Understands the importance of client relationships, customer experience and business growth.
• Tech-savvy: Comfortable learning new systems and using AI tools to improve efficiency.
• Accountable and reliable: Takes ownership of responsibilities and consistently delivers results.
• Ambitious: Interested in long-term career development and progressing into account management.

Career Growth Opportunity

This position is designed for someone seeking more than a traditional Executive Assistant role. As the successful candidate becomes familiar with the company's operations, technology and client base, they will have the opportunity to transition into broader Account Management and Customer Success responsibilities, including:

• Managing client relationships and communications.
• Coordinating customer onboarding and implementation projects.
• Overseeing client requests, deliverables and follow-ups.
• Supporting long-term customer satisfaction and retention.

Application Requirements

Shortlisted candidates may be required to complete:

• An updated CV outlining relevant executive support and operational experience.
• A short video introduction demonstrating professional communication skills.
• A brief written assessment involving drafting a client-facing email from meeting notes.