Executive Assistant

Job Title: Remote Executive Assistant (Founder Support)

Job Type: Part-Time (20 Hours/Week) | Independent Contractor

Working Hours: Central European Time (CET)

About the Role:

A proactive and highly organized Executive Assistant is needed to provide direct support to the founder of a growing hospitality business. This role primarily focuses on executive support, inbox and calendar management, travel coordination, and handling recurring administrative responsibilities that help streamline both professional and light personal tasks.

The ideal candidate is an experienced Executive Assistant who enjoys creating structure, improving processes, and helping executives stay focused on high-value work. This individual should be resourceful, trustworthy, tech-savvy, and comfortable using AI and productivity tools to improve efficiency. The company is looking for someone who can become a long-term strategic partner capable of anticipating needs, taking ownership of recurring responsibilities, and continuously finding better ways to support the executive.

Key Responsibilities:

Executive Support

• Manage the founder's business and light personal calendar, appointments, and scheduling.
• Monitor and organize executive inboxes, prioritizing important communications and routing recurring requests appropriately.
• Assist with travel planning, including flights, hotels, itineraries, check-ins, and travel logistics.
• Help manage reminders, deadlines, and follow-up items to ensure nothing is overlooked.
• Conduct online research and gather information to support business decisions and ongoing projects.
• Continuously identify opportunities to improve workflows and executive productivity.

Administrative & Operational Support

• Handle recurring administrative tasks and routine operational responsibilities.
• Collect invoices and supporting documents for company credit card transactions.
• Organize receipts and upload required documentation into expense management platforms.
• Assist with recurring reporting and administrative processes.
• Maintain organized digital files and documentation.
• Support other administrative tasks as business needs evolve.

Process Improvement & Technology Support

• Recommend tools, systems, or automation opportunities that improve efficiency.
• Leverage AI tools and modern productivity software to streamline administrative work.
• Help document recurring processes and establish organized workflows.
• Continuously look for ways to reduce manual work and improve day-to-day operations.

Qualifications & Ideal Traits:

Must-Have

• Previous experience as an Executive Assistant supporting founders, executives, or business owners.
• Strong experience managing inboxes, calendars, and travel arrangements.
• Excellent organizational, prioritization, and time management skills.
• Outstanding written and verbal English communication skills.
• High level of discretion, professionalism, and trustworthiness.
• Ability to think proactively, work independently, and anticipate executive needs.
• Strong attention to detail with excellent follow-through.
• Comfortable learning new systems and leveraging AI tools to improve productivity.

Preferred

• Experience supporting startup founders or entrepreneurs.
• Familiarity with Microsoft Teams and modern collaboration tools.
• Experience handling recurring administrative and operational processes.
• Passion for continuous improvement and process optimization.
• Comfortable working in a dynamic environment with evolving responsibilities.

Working Environment:

• Fully remote role supporting a founder based in Switzerland.
• Part-time schedule: 20 hours per week (4 hours per day) aligned with Central European Time (CET).
• Combination of executive support, travel coordination, inbox management, and recurring administrative responsibilities.
• Opportunity to become a trusted long-term partner supporting both business and light personal executive needs.
• Flexible role with opportunities to grow responsibilities as the partnership develops.