Executive Assistant

About the Role

We're looking for a highly organized and proactive Executive Assistant to support both of our Co-Founders with day-to-day inbox management, scheduling, travel coordination, and administrative tasks. This is a high-trust role that requires strong judgment, attention to detail, and the ability to communicate professionally on behalf of senior leadership.

Work Structure & Requirements

• Location: Remote / Virtual
• Schedule: Part-time to start, with potential to grow
• Time Zone: Must be available during EST/Toronto business hours
• Compensation: $7 USD per hour

Key Responsibilities

1. Inbox Management

• Triage and flag urgent vs. FYI emails for both Co-Founders
• Draft and send routine replies — meeting confirms, thank-yous, scheduling back-and-forth
• Manage a "needs Founder voice" folder for anything investor, talent, or partner-facing
• Unsubscribe and clean up noise; manage newsletters
• Track follow-ups that haven't received a response

2. Scheduling & Calendar Management

• Manage calendars across time zones and coordinate meetings
• Protect buffer time and no-meeting blocks
• Send agendas and reminders ahead of key calls
• Reschedule or decline on the Founders' behalf per their rules of engagement

3. Travel Booking

• Book flights, hotels, and ground transport for conferences, investor trips, and retail meetings
• Build and share trip itineraries (single doc/PDF per trip)
• Track points and loyalty programs
• Handle changes and cancellations; collect expense receipts tied to each trip

4. Data Entry & Admin

• Update CRM records and maintain trackers (AP aging, vendor payment plans, cap table notes) — inputting only, not judgment calls
• Document filing and folder organization (Drive hygiene)
• Distribute meeting notes and action items

Required Skills & Experience

• Experience: Prior experience as an Executive Assistant, VA, or senior admin supporting founder-level or executive leadership
• Communication: Exceptional written English — able to draft professional replies that represent the Founders accurately
• Organization: Strong calendar and inbox management instincts; comfortable managing competing priorities across two executives
• Tools: Google Workspace (Gmail, Drive, Calendar); CRM familiarity a plus
• Profile: Discreet, proactive, detail-oriented, and comfortable working independently with minimal daily oversight

Originally posted on Himalayas