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