Executive Assistant (Operations and Automation)

💼 Executive Assistant (Operations and Automation)

🌎 LatAm

🏠 Remote

About Our Client

Our client is the founder of a fast-moving GovTech startup building modern permitting and planning tools for city and county governments. They are looking for a proactive, versatile operator to support a wide range of operational, administrative, and strategic tasks across finance, compliance, documentation, automation, and sales support.

About the Role

Our client is looking for an Executive Assistant who is constantly looking for opportunities to optimize how the founder and the company operate, not someone who waits for tasks to be assigned. If you see a better way to do something, you flag it and fix it.

This is not a traditional EA role. You will handle everything from paying bills and managing vendor relationships to building automations, preparing RFPs, and helping the company show up well at conferences and sales presentations. If you are comfortable in tools like Notion, can build automations to reduce manual work, and thrive in a startup environment where the scope evolves quickly, this role is a strong fit.

Responsibilities

Finance and Compliance Operations

• Pay bills and manage recurring financial obligations on time and accurately
• Handle state registrations as the company hires across the US, ensuring compliance in each new state
• Oversee vendor relationships including tax accounting and other external service providers
• Coordinate with vendors and service providers proactively to keep contracts, renewals, and deliverables on track

Documentation and Knowledge Management

• Transfer and organize information from PDFs and other sources into Notion
• Maintain clean, organized, and accessible documentation across company systems
• Prepare RFPs, written statements, and other formal documents as needed
• Draft professional emails and correspondence on behalf of the founder as needed

Automation and Process Optimization

• Build automations and workflows to reduce manual work and improve operational efficiency across the business
• Proactively identify opportunities to optimize how the founder and company operate and implement improvements without being asked
• Stay current on tools and workflows that could make the team faster and more effective

Sales and Conference Support

• Prepare materials and logistics for sales presentations
• Support conference strategy including identifying relevant events, drafting proposals, and coordinating logistics
• Help organize the team around specific events and ensure everything is ready ahead of time

What We're Looking For

• Proven experience as an Executive Assistant, Chief of Staff, or Operations Associate supporting a founder or senior executive at a startup or early-stage company
• Strong organizational skills with the ability to manage multiple operational workstreams simultaneously
• Comfortable building automations and workflows using AI tools or no-code platforms to reduce manual work
• Proficient in Notion and comfortable organizing and maintaining documentation across company systems
• Strong written English communication skills with the ability to draft professional correspondence, RFPs, and formal documents
• Proactive and self-directed with a bias toward identifying and fixing inefficiencies rather than waiting to be asked
• Comfortable working independently across compliance, finance coordination, vendor management, and administrative tasks
• Strong overlap with US Pacific Time hours

Nice to Have

• Experience with US state registration or multi-state compliance for a remote-first company
• Background supporting a B2B SaaS or GovTech startup
• Familiarity with tools such as Claude, Zapier, Make, or similar automation platforms
• Experience supporting sales processes or conference logistics
• Prior experience managing vendor relationships and coordinating with external service providers

Work Schedule

• 100% remote setup so you can work wherever you're most productive
• This position operates on a full-time basis, with dedicated hours to ensure alignment with the team and delivery of quality work
• Strong overlap with US Pacific Time hours is required

Compensation & Time Off

• Compensation paid in USD
• Paid bi-monthly on the 15th and 30th
• Paid Time Off according to company policy
• Holidays observed according to company guidelines

Application Requirements

Please submit:

• An updated resume
• A 1 to 2 minute Loom video introducing yourself, describing your experience supporting a founder or startup, and walking through one example of a process or system you improved or automated without being asked

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

Originally posted on Himalayas