[Hiring] Executive Assistant @HockeyStack

Role Description

Your mission is to make things happen and keep day-to-day operations running smoothly. You'll work closely with the executive team to take ownership of administrative tasks, coordinate people and resources, solve problems, and ensure things get done without constant supervision.

We're looking for a highly proactive, resourceful, and organized doer who can take a task from start to finish. Whether it's scheduling meetings, tracking down files, coordinating office repairs, or following up with people to get things moving, you'll take initiative, figure things out, and make sure nothing falls through the cracks.

What You’ll Do

• Manage scheduling and administrative tasks:
  • Coordinate meetings, manage calendars, resolve scheduling conflicts, and help keep the executive team organized.
• Coordinate information and documentation:
  • Gather files, updates, and information from different stakeholders and consolidate everything into organized, easily accessible resources.
• Keep things moving:
  • Follow up with people on outstanding tasks, missing information, and deadlines. Proactively push for responses and deliverables when needed.
• Handle office operations:
  • Coordinate with building management, vendors, and service providers to resolve office issues, arrange repairs, and keep the workspace running smoothly.
• Manage office essentials:
  • Order snacks, supplies, and other necessities, and coordinate cleaning services and office maintenance as needed.
• Solve problems independently:
  • Research solutions, identify the right people or resources, and take ownership of tasks through completion rather than waiting for step-by-step instructions.
• Anticipate needs and take initiative:
  • Identify gaps, address potential issues before they escalate, and handle ad hoc requests as business needs evolve.

Qualifications

• Experience supporting US-based companies, particularly AI startups.
• Familiarity with the pace, communication style, and operating environment of fast-moving US startups is a strong advantage.
• Previous experience as an Executive Assistant, Virtual Assistant, Operations Assistant, Administrative Coordinator, or in a similar role.
• A strong bias toward action. You're someone who gets things done rather than waiting to be told what to do.
• Excellent organizational and time-management skills, with the ability to manage multiple priorities and follow through on commitments.
• Confidence in communicating with different stakeholders, following up persistently, and respectfully holding people accountable.
• Strong problem-solving skills and the resourcefulness to figure things out independently with minimal supervision.
• Excellent written and verbal English communication skills.
• Comfort using productivity tools such as Google Workspace, calendars, spreadsheets, and communication platforms.
• Discretion and good judgment when handling confidential information.
• Flexibility and a willingness to take on a wide range of tasks, from routine administrative work to unexpected operational challenges.

Engagement Details

• Type: Part-time, virtual assistant engagement with fixed monthly compensation.
• Hours: Approximately 10 hours per week (around 40 hours per month), with flexibility to adjust based on business needs.
• Schedule: Must be willing to work within Pacific Time (PT) hours.
• Location: Remote; open to candidates globally.
• Compensation: Flexible, based on experience, location, and the scope of the engagement.

Why Join Now?

We’re at an inflection point. The product is proven, the market is massive, and the opportunity is wide open. You’ll be joining a company with real traction, rapid growth, and meaningful backing, where every person still shapes the outcome. This isn’t just a job. It’s a chance to build something category-defining with people who care deeply about doing it right.