[Hiring] Senior Executive and Personal Assistant to Founder @Scalesource

Role Description

This is a high-trust, high-ownership Executive & Personal Assistant role supporting a founder and family. You will run the executive’s schedule and communication flow, keep inboxes organized, manage logistics (travel/events), coordinate vendors and personal assets/properties, and help the team stay organized with the tech stack. This is not a task-by-task VA role. We need someone “all in” with executive-level judgment, strong written English, and proactive follow-through.

Responsibilities

• Executive schedule & coordination
  • Manage personal and business calendar with strong prioritization and protection of focus time
  • Coordinate meetings across time zones, confirm details, prep agendas/briefs, and ensure follow-ups happen
• Inbox + communications gatekeeping
  • Review incoming emails daily and keep inboxes organized (labels, rules, triage)
  • Draft replies in the executive’s voice, escalate urgent items, and close loops
  • Handle inbound calls and messaging (screen, route, respond, and document next steps)
• Social media support
  • Manage personal social media profiles and inbound messages (DMs/comments)
  • Track conversations and ensure follow-ups are not missed
• Culture calendar execution
  • Execute the “culture calendar” for the family and team members (birthdays, anniversaries, holidays, gifts, key moments)
  • Keep reminders and planning organized so nothing is last-minute
• Tech stack support
  • Help manage the team’s tech stack (accounts, permissions, subscriptions, renewals)
  • Basic troubleshooting and coordination with vendors/support
  • Use AI tools to accelerate drafting, summarizing, research, and SOP creation
• Asset + property management
  • Manage personal vehicles and properties: utilities, vendor sourcing/management, scheduling maintenance
  • Track insurance policies, renewals, and key documents
  • Own vendor relationships and negotiate pricing/terms where possible
• Travel & events
  • Plan and book travel, build clean itineraries, handle changes quickly
  • Support events and in-person meetings as needed
• Family support
  • Support Spouse with various tasks as needed (coordination, research, scheduling, vendor calls, follow-ups)

Qualifications

• 5+ years of experience as an Executive Assistant / Senior EA / assistant to C-level leaders (CEO/Founder/COO/CRO, etc.)
• Strong written and spoken English (professional, concise, high accuracy)
• Proven experience managing:
  • Complex calendars
  • Inbox triage and drafting executive communications
  • Travel planning and itineraries
  • Vendor management and negotiation experience (you have personally negotiated pricing/terms)
• Strong tech competence across common tools:
  • Google Workspace and/or Microsoft 365
  • Slack/Zoom/Teams
  • Project/task tools (Asana, ClickUp, Notion, Airtable, etc.)
  • Comfort using AI tools for productivity (research, drafting, summaries, SOPs)
• High discretion: comfortable handling sensitive personal and business information
• Reliable internet, professional working setup, and strong follow-through

Requirements

• You will work mostly on US standard time (with meaningful daily overlap).
• You have flexibility during weekdays (gym/errands/etc are fine without asking).
• You must be highly responsive and reliable:
  • During agreed working windows: prompt responses and same-day execution.
  • Outside standard hours: availability for evenings/weekends as needed.
• You control your schedule as long as meetings are attended and responsiveness remains high.
• Must be able to travel to the US or other locations at least 1x per quarter for 1–2 weeks.
• Must have a valid passport and be willing/able to obtain appropriate travel authorization (tourist/business visa/ESTA, etc.) as needed.

Benefits

• $1,500 USD per month base
• Up to $12,000 USD per year in performance bonuses
• All required travel costs covered (flights, lodging, etc.)
• Quarterly in-person travel (1x/quarter for 1–2 weeks) required
• Flexible Schedule
• Tech Stack Allowance
• Executive Level Training Opportunities

How to Apply

Submit your resume + complete the qualifying questions below. If you meet all knockout 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 will be prioritized for interviews.