Executive Assistant

• Coordinate business and personal travel, including flights, hotels, and itineraries
• Manage household and family coordination tasks, appointments, and reservations
• Track action items and meeting follow-ups
• Draft routine correspondence on the founder’s behalf
• Use ChatGPT, Claude, and other AI tools for research, drafting, reporting, and workflow optimization
• Draft SOPs, build recurring spreadsheets and dashboards, and identify automation opportunities
• Maintain and organize Google Drive and Dropbox folder structures, including de-duplication and archiving
• Support administrative pipelines for new office launches
• Track launch checklists, shipping, vendors, and market research
• Coordinate billing setup, landlord portals, ACH/autopay enrollment, and Ramp account setup
• Contact landlords regarding invoices, portal access, and payment confirmations
• Maintain accurate records and status trackers across operating tools
• Maintain operations manuals and update SOPs
• Track automation and process-improvement projects
• Manage handoffs, scheduling, and documentation among the Operations Lead, internal team, and external contractors

• 2+ years of experience as an executive assistant, virtual assistant, or operations support specialist
• Hands-on daily experience using AI tools such as ChatGPT and Claude
• Intermediate spreadsheet proficiency, including Google Sheets/Excel formulas and data cleanup
• Experience with Google Workspace and Dropbox
• C1 English level required
• Clear, professional written and verbal English communication skills
• Strong follow-through on multi-week tasks with minimal oversight
• Prior experience supporting startup founders, small business owners, or multi-location/franchise operations preferred
• Familiarity with Asana, Ramp, or QuickBooks preferred
• Basic AP-adjacent experience preferred, including billing coordination, vendor onboarding, or landlord logistics

• Realistic path to full-time employment (~40 hrs/week)
• Flexible remote work arrangement
• Opportunity to support a rapidly scaling innovative medical certification training network
• AI tools and workflow exposure