An exciting opportunity for a high-autonomy Executive Assistant to support the Founder by managing communication flow, keeping priorities on track, driving follow-through, and bringing structure to the many projects and responsibilities within a growing, founder-led company.
Company Profile:
Our client is a growing, values-driven fitness equipment company focused on delivering high-quality products and building long-term customer trust.
The company operates with a lean, remote team and a calm, execution-oriented culture. There are no unnecessary layers, no bureaucracy, and no excess meetings. Decisions are context-driven, and team members are expected to exercise strong independent judgment.
This is a high-trust environment. There are no multiple stakeholders or complex corporate hierarchies — the Founder is the primary decision-maker. The right candidate must be comfortable operating in a direct, context-rich, autonomy-heavy structure.
Duties and Responsibilities:
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Provide high-trust, proactive support to the President across business, personal, and operational priorities.
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Maintain and organize the President’s open tasks, decisions, commitments, and follow-ups to ensure nothing falls through the cracks.
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Manage the email capture and task-tracking system, ensuring relevant requests and action items are properly recorded and followed through.
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Maintain project trackers and provide visibility on progress, pending actions, and blockers.
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Monitor AI-generated meeting notes and ensure action items are captured, assigned, and followed up on.
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Conduct timely, rule-based follow-ups with internal and external stakeholders, including following up with the President when he is the blocker.
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Provide administrative support for the hiring pipeline, including coordination, tracking, and follow-ups.
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Coordinate recurring household services and contractors, including scheduling and follow-ups for pool, lawn, pest control, A/C, and other household needs.
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Assist with vacation, house-sitting, and other personal planning and coordination.
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Help develop and maintain a structured household operating system, including schedules, routines, and processes.
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Take ownership of projects and new responsibilities as they arise, even when they are outside the candidate’s previous experience.
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Research, organize, coordinate, and help execute new initiatives based on the desired outcome.
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Identify gaps, blockers, or items requiring attention and proactively take the appropriate next steps.
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Use AI and technology as part of day-to-day workflows to improve efficiency, organization, research, documentation, and execution.
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Learn and adapt to new internal systems, project management tools, and AI-enabled workflows as the company evolves.
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Maintain clear written communication and provide timely updates while working primarily in an asynchronous environment.
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Exercise sound judgment and discretion when handling business and personal information.
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Gradually take on greater autonomy and decision-making authority as trust is established.
Requirements
Qualifications
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Previous Executive Assistant experience is highly preferred. Candidates with relevant experience in administration, operations, e-commerce, logistics, project coordination, BPO, or other fast-paced environments are welcome to apply.
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Strong written English communication skills and the ability to communicate clearly and professionally.
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Highly organized with strong attention to detail and excellent follow-through.
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Comfortable working with ambiguity, changing priorities, and an evolving scope of responsibilities.
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Proactive and resourceful, with the ability to figure things out independently rather than waiting for step-by-step instructions.
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Naturally curious and willing to learn new processes, systems, and tasks.
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Comfortable taking on responsibilities outside of previous experience and asking thoughtful questions when clarification is needed.
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Demonstrated ability to manage multiple priorities, track deadlines, and coordinate with different stakeholders.
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Comfortable working with AI as part of regular workflows, ideally using AI beyond occasional questions or basic prompts.
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Comfortable working in a primarily asynchronous, high-trust environment with limited day-to-day supervision.
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Strong judgment, discretion, ownership, and accountability.
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Willing and comfortable to support both business and household/personal responsibilities as part of a full-time role.
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Able to work with a minimum of 3–4 hours of daily overlap with US Eastern Time (ET).
Advantageous but not required:
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No specific educational attainment is required; a college degree is a plus but not a hard requirement.
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US work experience is preferred but not required; candidates who can understand and adapt to the client’s working style and cultural expectations are welcome.
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Household management experience is not required; willingness and openness to handling household-related coordination are essential.
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No specific AI, project management, or software experience is required; training will be provided and the ability to learn new tools is more important.
Benefits
Job Type: Contract
Employment Type: Full-time
Schedule: Monday - Friday, Working Hours: Minimum of 3–4 hours of daily overlap with ET business hours is required