Executive Assistant (Founder Support) (BBS827)

We're looking for an Executive Assistant to support two founders of a fast-growing AI-native SaaS company serving government HR teams across the US. You will manage calendars, coordinate scheduling, handle communications, make calls on behalf of the founders to book appointments and follow up with contacts, and keep two busy, bicoastal leaders organized and on track.

This is a high-responsiveness, phone-comfortable role. The founders need someone who can communicate with confidence on calls, represent them professionally when reaching out to external contacts, and stay on top of a fast-moving schedule without being followed up. If you have exceptional English communication skills, a strong phone presence, and thrive in a high-trust EA role supporting senior leadership, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires availability Monday through Friday, 10 AM to 8 PM US Eastern Time
• Work directly alongside two founders of a growing AI company with a strong and expanding customer base
• High-trust, high-ownership EA role with direct visibility into founder-level operations

What You'll Work On

Calendar and Scheduling Management

• Own both founders' calendars across multiple time zones with complete accuracy at all times
• Schedule internal meetings, external calls, demos, and cross-functional commitments
• Resolve scheduling conflicts proactively and ensure both founders are prepared for every commitment
• Coordinate logistics and send briefing materials or agendas ahead of meetings

Phone-Based Outreach and Scheduling

• Make outbound calls on behalf of the founders to book appointments, confirm meetings, and follow up with contacts
• Represent the founders professionally and confidently on calls with external parties
• Handle scheduling coordination via phone when email alone is insufficient
• Manage voicemails, callback requests, and phone-based follow-ups efficiently

Communications and Inbox Management

• Manage founder inboxes, flag priority items, draft responses, and keep correspondence organized
• Draft and send professional emails and follow-up messages on behalf of the founders as needed
• Ensure no message, thread, or follow-up falls through the cracks

Travel and Logistics Coordination

• Book and manage flights, hotels, and ground transportation for bicoastal travel
• Build detailed itineraries across multiple time zones and handle last-minute changes efficiently
• Coordinate logistics for in-person meetings, events, and cross-city schedules

Administrative and Operational Support

• Handle ad hoc administrative and operational tasks as they arise
• Maintain organized records, documents, and contact information
• Anticipate founder needs and stay ahead of priorities without being asked

What You Bring

• Proven experience as an Executive Assistant supporting founders, C-suite executives, or senior leadership at a startup or fast-moving technology company
• Exceptional spoken and written English communication skills — this is a non-negotiable requirement for a phone-facing, founder-support role
• Comfortable and confident making outbound calls on behalf of executives to schedule appointments, follow up with contacts, and represent the company professionally
• Strong calendar management skills across multiple time zones with a track record of zero errors or gaps
• Highly responsive and reliable with strong follow-through on every open item
• Discreet and professional when handling sensitive communications and business information
• Self-directed with the ability to anticipate needs and act without being asked
• Available Monday through Friday, 10 AM to 8 PM Eastern Time

Nice to Have

• Experience supporting bicoastal or geographically distributed founders or executives
• Background in a SaaS, government technology, or public sector adjacent company
• Experience booking complex travel and managing multi-city logistics
• Prior experience making scheduling or outreach calls on behalf of a principal

How to Apply

Please include:

1. Your updated resume
2. A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting founders or senior executives, and walking through how you handle a situation where you need to make a call on behalf of a founder to reschedule a meeting with an important external contact

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

If you are a confident communicator, reliable on the phone, and want to be the person two founders depend on to keep their schedules and communications running without missing a beat, this role gives you the access and the direct impact to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

1. Initial Application - Submit your application and complete our prequalifying questions
2. Video Introduction - Record an video introduction to showcase your communication skills and work experience
3. Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
4. Recruitment Interview - Initial screening with our talent team
5. Executive Interview - Meet with senior leadership to discuss role alignment
6. Client Interview - Final interview with the client team you'd be supporting
7. Background & Reference Check - Professional reference verification|
8. Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.

We'll keep you informed throughout the process and provide feedback at each step.