[Hiring] Volunteer Executive Assistant to the CEO @Vexnovate Ventures

Role Description

We’re looking for a proactive, organised, and tech-savvy Executive Assistant to work closely with Aswathy, CEO of Vexnovate Ventures. You’ll help Aswathy stay on top of priorities, keep communication and follow-ups moving, and support day-to-day team coordination and operations across Vexnovate Ventures.

• Manage the CEO’s calendar, inbox, Google Drive, meetings, and follow-ups.
• Work closely with Aswathy via WhatsApp, ensuring clear, timely, and organised communication.
• Coordinate the Vexnovate team, follow up on tasks and deadlines, and keep team members aligned.
• Support the CEO with day-to-day operations, project coordination, and other priorities.
• Organise documents, notes, and information in Google Drive and other shared tools.
• Use technology and AI tools to streamline tasks and improve workflows.
• Spot blockers early, take ownership of follow-ups, and suggest practical solutions.

Expanded Responsibilities

• Calendar and time management: Maintain calendar hygiene, including scheduling, rescheduling, buffers, travel time, conflicts, and priorities.
• Inbox and communication support: Triage incoming messages, draft routine responses, and maintain confidentiality.
• Meeting management: Prepare agendas and briefing notes; capture decisions, action items, and due dates.
• Task and follow-up management: Maintain a master action list and track commitments through completion.
• Research and preparation: Research people, companies, and topics; prepare concise briefs.
• Personal and executive support: Manage reminders for personal commitments while maintaining clear boundaries.
• Information and file organisation: Maintain an accessible structure for key documents and shared information.

Operating Rhythm

• Start each day by reviewing WhatsApp messages, the calendar, inbox, actions, and deadlines.
• Coordinate schedules, prepare meetings, and follow up on critical actions throughout the day.
• Reassess priorities and blockers midday, and prepare for the next day.
• Conduct weekly reviews of priorities, open items, and upcoming commitments.

First 30 Days

• Learn the founder’s priorities, preferences, and working style.
• Audit current systems and establish an action tracker and priority system.
• Create meeting preparation and follow-up templates.
• Demonstrate reliable follow-through and recommend next steps by day 30.

Qualifications

• At least 2+ years of experience in executive assistance, administrative support, or a similar role.
• Comfortable managing a CEO’s calendar, inbox, and day-to-day priorities.
• Strong written communication and follow-through skills.
• Very comfortable using WhatsApp for work.
• Tech-savvy and quick to learn tools; familiarity with Google Workspace and AI tools is a plus.
• Proactive and resourceful, taking initiative and making sensible decisions.
• Organised, dependable, and able to juggle multiple tasks in a fast-moving environment.
• Able to handle confidential information with discretion.

Benefits

• Fully remote and asynchronous work environment with flexible hours.
• Work directly with the CEO and gain insight into business operations.
• Contribute to the growth of a developing startup.
• Receive continuous feedback from the Founder and C-suite leadership.
• Performance-based recognition may include LinkedIn and Upwork recommendations.

Hiring Process

• Initial AI interview (20 minutes): A flexible online conversation with AI.
• Live interview: A one-on-one discussion with the CEO and current EA.
• Onboarding: If it’s a mutual match, you’ll receive an official welcome email.