[Hiring] Executive Assistant @WallStreetQuants

Role Description

We are seeking an exceptionally resourceful Executive Assistant to increase the effectiveness of a fast-moving entrepreneur and CEO. This is not a traditional administrative role focused only on scheduling meetings and completing assigned tasks. It is a high-trust position for someone with excellent judgment, strong follow-through, intellectual curiosity, and a bias toward action.

Your primary objective is to reduce the number of things the CEO must personally manage, remember, research, coordinate, and follow up on.

Key responsibilities include:

• Attend selected meetings and produce concise notes organized by decisions, action items, owners, and deadlines.
• Personally execute the maximum reasonable number of resulting action items.
• Assign remaining tasks and rigorously track them through completion.
• Manage the CEO’s inbox, draft communications, surface priorities, and maintain an organized follow-up system.
• Produce a concise daily digest containing important updates, decisions needed, deadlines, and unresolved issues.
• Manage the CEO’s calendar, appointments, reminders, and scheduling conflicts.
• Conduct detailed research involving vendors, talent, partners, services, purchases, healthcare providers, and business or personal decisions.
• Compare options and present clear recommendations covering cost, quality, risks, and next steps.
• Coordinate domestic and international travel, including flights, accommodations, transportation, reservations, itineraries, and supporting documentation.
• Coordinate with vendors, obtain estimates, monitor deliverables, and follow up on late or incomplete work.
• Track financial deadlines, receipts, payments, and administrative documentation.
• Coordinate healthcare, dental, fitness, wellness, and personal appointments.
• Convert voice notes, emails, conversations, and ideas into organized tasks with priorities, owners, and deadlines.
• Document recurring procedures and identify opportunities for automation, delegation, and process improvement.

Qualifications

• At least three years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, Project Coordinator, or similar operator.
• Previous experience directly supporting a founder, entrepreneur, or C-level executive is strongly preferred.
• Excellent written and spoken English.
• Exceptional organization and attention to detail.
• Strong judgment and the ability to operate with incomplete information.
• Demonstrated history of proactive problem-solving, taking ownership, and closing loops.
• Ability to communicate complicated information clearly and concisely.
• Comfortable respectfully challenging an instruction when you identify a better approach, missing information, or significant risk.
• High level of integrity, professionalism, discretion, and confidentiality.
• Strong proficiency with Google Workspace, Slack, Zoom, and project-management platforms such as Monday.com, Asana, ClickUp, or Trello.
• Comfortable learning automation tools, AI platforms, and unfamiliar technology.
• Ability to distinguish between tasks you can execute independently and decisions requiring CEO approval.

Requirements

• Reliable computer, high-speed internet connection, quiet working environment, and backup internet access.
• Availability for a consistent four-hour daily block, Monday through Friday, overlapping with US Eastern Time.
• Full responsiveness and availability during scheduled working hours.
• Willingness to disclose any existing employment or recurring client commitments before hiring.
• No other work may conflict with the agreed working schedule.
• Willingness to complete a paid practical exercise and provide verifiable professional references.

Benefits

• USD $850 to $1,000 in monthly compensation, based on experience and demonstrated ability.
• Fully remote.
• Direct working relationship with the CEO.
• Meaningful ownership over business and personal operations.
• Exposure to complex business decisions, research, systems, vendors, travel, and executive operations.
• Opportunity to develop skills in automation, AI tools, project management, and operational execution.
• Performance-based compensation reviews.
• Potential to assume greater responsibility and expand into a full-time position.
• Potential to shift to full time.