[Hiring] Executive Assistant @Assist World

Role Description

We are seeking a dedicated Virtual Executive Assistant (EA+) to operate as a core unit alongside the CEO and Chief of Staff. You will own inbox triage, complex calendar management, travel itineraries, and AI-driven briefing packets. Operating on a dedicated split-shift schedule, you will clean the inbox, resolve schedule conflicts, and prep briefing materials asynchronously so the CEO starts every morning ready to execute.

What You’ll Do

• Inbox & Triage Ownership:
  • Perform daily inbox triage into designated categories.
  • Draft professional replies and declines in your own name on the CEO's behalf, ensuring no unapproved messages go out under the CEO's name.
• Calendar Management & Rules Enforcement:
  • Manage complex, high-volume Google Calendars using strict precedence rules.
  • Ensure 25- and 50-minute meeting defaults, lock in required prep blocks alongside external pitches, and enforce zero scheduling inside travel/event days.
• AI-Native Briefings & Research:
  • Heavily leverage AI tools (Claude, CRM/Notion automations) to build background briefs on upcoming meetings.
  • Summarize call recordings, extract action items, and perform research on networking/fundraising opportunities.
• System-Based Task Capture:
  • Ensure every task and verbal commitment made in calls or voice memos gets logged into Notion with an assignee and due date—never letting requests live solely in Slack or text.
• End-to-End Travel Logistics:
  • Research and book seamless travel and logistics, including managing schedule shifts during international work trips (e.g., cross-timezone adjustments).

Operating Model & Working Hours

• 5+3 Split Shift Schedule:
  • 5 hours of live overlap (10:00 AM – 3:00 PM Pacific Time) for real-time communication.
  • 3 hours of flexible async work in the early morning to clear inboxes and prepare daily briefings before the CEO's day starts.
• Time Zone Flexibility:
  • Ability to adapt support during periodic international leadership travel across major time zone differences.

Qualifications

• AI-Fluent: You actively use Claude or ChatGPT daily to write, summarize, analyze, and structure information rapidly.
• Systems & Process Driven: You love working inside structured operating systems (Notion databases, written rules) and appreciate documented playbooks.
• Proactive & Anticipatory: You spot double-bookings, missing prep blocks, or unconfirmed calls before anyone else notices.
• Exceptional Written English: You draft clear, warm, and highly professional emails and declines that sound like a natural extension of the leadership team.

Requirements

• Experience: 2+ years as a Virtual Assistant or Remote EA supporting C-suite executives in fast-growth startup environments.
• Platform Mastery:
  • Google Workspace: Advanced Gmail, Google Calendar delegate access, Drive, Docs.
  • Notion: Database views, task tracking, and database management.
  • Slack & CRM: Async messaging, Attio CRM record management.
  • AI Assistants: Advanced prompting skills in Claude or ChatGPT.
• Discretion: Absolute confidentiality regarding investor terms, clinical/biotech context, and sensitive information.

Benefits

• $2,500 - $3,000 a month
• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• NO TRACKER. NO PROBLEM

Important Hiring Note / Eligibility

We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location. Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.