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 Own Calendar & 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 For Must-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 (Ciudad de México)
🏢 Pavago
📍 Ciudad de México