Operations & Executive Assistant

Qualifications:

• 3+ years in operations, executive assistance, or chief-of-staff-style roles, ideally supporting a founder or executive at a startup
• Excellent written and spoken English (written communication goes directly to US enterprise customers)
• Ruthlessly organized and self-directed with a strong ability to manage ambiguity without dropping balls
• Fluent across modern tools — Google Workspace, Slack, Notion/Linear, Ramp, DocuSign, Rippling — with daily use of AI tools to accelerate workflows
• Available during US Central Time business hours with high responsiveness and total discretion for sensitive data
• You build processes that outlive you and prefer owning outcomes over waiting for instructions

Key Responsibilities:

• Own the CEO’s calendar and inbox — triage email daily, draft replies, schedule demos, protect focus time, and ensure sub-24-hour response times
• Tee up sales and CS calls — shadow demos to learn the product, prepare account briefs/agendas beforehand, and manage follow-ups after
• Run the recruiting workflow end to end — coordinate partners, schedule interviews, track candidates, and manage work-trial logistics
• Run finance and vendor ops — process invoices, prep expense approvals via Ramp, track subscriptions, and keep clean records
• Route documents and signatures — manage DocuSign flows for customer agreements and contractor paperwork end to end
• Keep compliance green — manage Vanta tasks, policy approvals, and training completions across the team within a SOC 2 environment
• Manage new team member onboarding and offboarding end to end — accounts, access, Rippling setup, and day-one planning
• Track every commitment — maintain running lists of promises made in meetings and ensure execution or escalation
• Build and refine operational processes that help the company scale from 30 to 100+ enterprise customers

Originally posted on Himalayas