[Hiring] Executive Assistant to Founder @Scalesource

Role Description

This role is part Executive Assistant, part Personal Operations Lead, part Fixer. You will be the founder’s right hand — owning time, logistics, communication flow, and personal operations so nothing slips.

Qualifications

• Experienced supporting C-level leaders directly
• Calm under pressure
• Proactive without being told
• Tech confident and AI comfortable
• Highly organized but flexible
• Discreet and trustworthy
• You like ownership. You like responsibility. You like being relied on.

Requirements

• 5 plus years supporting a CEO Founder or C-suite leader
• Real calendar ownership and inbox management experience
• Strong written and spoken English
• Vendor negotiation and management experience
• Experience with tools such as Google Workspace or Microsoft 365, Slack, Zoom, Asana, ClickUp, Notion, Airtable
• Comfortable using AI tools for productivity

Benefits

• $1500 USD per month base
• Up to $12000 USD per year in performance bonuses
• Paid travel for required trips (4 per year average)
• High autonomy and flexibility
• Real ownership and trust
• This is a long-term role for someone who wants to operate at a high level.

What You Will Own

• Calendar and Schedule Control
  • Manage personal and business calendar
  • Protect focus time
  • Coordinate meetings across time zones
  • Ensure follow-ups happen
• Inbox and Communication Gatekeeping
  • Review incoming emails daily
  • Keep inboxes organized and structured
  • Draft replies in the founder’s voice
  • Escalate what matters and close loops fast
  • Handle inbound calls and messaging
• Social Media Inbox Triage
  • Manage personal social media profiles
  • Track DMs and follow-ups
• Culture Calendar Execution
  • Execute family and team culture calendar (birthdays, anniversaries, key dates, gifts, reminders)
• Tech Stack and AI Support
  • Manage tools, access, subscriptions, renewals
  • Coordinate basic troubleshooting
  • Use AI tools to move faster
  • Create simple SOPs and documentation
• Asset and Property Management
  • Manage vehicles and properties
  • Track utilities, vendors, maintenance schedules
  • Monitor insurance and renewals
  • Negotiate vendors and manage relationships
• Travel and Events
  • Plan travel and build clean itineraries
  • Support events and handle last-minute changes
• Family Support
  • Support Summer with coordination, scheduling, vendor calls, research, and follow-up

Travel Requirement (Non Negotiable)

• You must be able to travel a minimum of 1 time per quarter for 1 to 2 weeks (US and or other locations).
• Valid passport required. Ability to obtain appropriate travel authorization is required.

How to Apply

Submit your resume + complete the qualifying questions below. If you meet all knock out requirements, you will be REQUIRED to submit a self-recorded introduction video as a next step prior to the interview process. ONLY candidates who meet all knockout requirements and submit an introductory video will be prioritized for interviews.