Executive Assistant to Founder (Part-Time | Startup Environment)

Part-Time | Remote | U.S. Business Hours (PST Overlap Required)

About the Role

We’re hiring a highly organized and proactive Executive Assistant to support a Founder with daily operations, communication, scheduling, and workflow management.

This role is ideal for someone who:

- Thrives in fast-paced startup environments
- Loves bringing structure and organization to chaos
- Can manage calendars, inboxes, and follow-ups independently
- Communicates clearly and professionally
- Uses AI tools to improve speed and efficiency

You’ll act as a key operational partner between:
✅ the Founder
✅ clients
✅ internal teams

ensuring nothing slips through the cracks.

This is not a passive admin role — it requires ownership, responsiveness, and strong execution.

What You’ll OwnCalendar & Inbox Management

- Manage the Founder’s:
- - calendar
- scheduling
- priorities
- daily coordination

- Monitor and respond to emails professionally
- Prioritize critical communication and follow-ups
- Ensure schedules stay organized and conflict-free

Meeting Coordination

- Schedule and coordinate meetings with:
- - clients
- vendors
- internal teams

- Prepare agendas, meeting context, and notes
- Ensure meetings run smoothly and efficiently

Post-Meeting Follow-Ups

- Send:
- - meeting summaries
- action items
- next steps

- Track follow-through and accountability across stakeholders
- Ensure tasks are completed on time

Client Onboarding & Operations

- Coordinate onboarding for new clients
- Collect required documents,



assets, and information
- Maintain organized communication throughout onboarding
- Act as a central coordination point between all parties

CRM & Administrative Management

- Maintain accurate CRM records in:
- - HubSpot
- or similar platforms

- Log communication, activities, and notes consistently
- Support operational admin tasks including:
- - travel coordination
- expense tracking
- vendor communication

AI Tools & Workflow Efficiency

- Use tools such as:
- - ChatGPT
- Claude
- Perplexity

- Draft emails, summaries, research, and operational documents
- Improve communication speed and workflow efficiency using AI

What We’re Looking ForMust-Haves

- Experience supporting:
- - founders
- executives
- leadership teams

- Startup or fast-paced company experience
- Strong written English communication skills
- Proficiency with:
- - Google Workspace
- Slack
- HubSpot or CRMs

- Comfortable with:
- - Loom
- Tella
- async communication tools

- Intermediate to advanced AI tool usage
- Strong organization and follow-through
- Ability to work independently without constant oversight

- Nice to Have

- Experience with:
- - Notion
- Obsidian
- Airtable
- Canva
- Calendly




- SavvyCal
- SignWell

- Agency or small team environment experience
- Client onboarding or customer operations experience

What a Typical Day Looks Like

- Manage and prioritize the Founder’s inbox and calendar
- Coordinate meetings and client communication
- Prepare meeting notes and track follow-ups
- Update HubSpot and operational systems
- Support onboarding workflows for new clients
- Draft communication and research using AI tools
- Handle operational and administrative coordination tasks

In short:
You keep the Founder organized, responsive, and focused while ensuring operations run smoothly behind the scenes.

Success Looks Like

- Well-organized calendars and inboxes
- Smooth meeting coordination and follow-ups
- Accurate and clean CRM management
- Fast and professional client onboarding
- Reliable operational execution and communication
- High trust from leadership and stakeholders

Why This Role Stands Out

- Direct collaboration with a Founder
- High ownership and visibility
- Exposure to startup operations and workflows
- Opportunity to use modern AI tools daily
- Adaptable remote environment
- Fast-moving and highly impactful role

Interview Process

- Initial Phone Screen
- Recruiter Interview
- Client Interview
- Offer & Onboarding

Apply Now

If you:

- Love organization and operational support
- Thrive in startup environments
- Are proactive and highly detail-oriented
- Enjoy helping leaders stay focused and efficient

This role is a strong fit for you.

📌 Executive Assistant (México)
🏢 Pavago
📍 México