Volunteer Executive Assistant to the CEO of Vexnovate

Work closely with Aswathy and help keep Vexnovate Ventures moving.

Location: Fully remote, anywhere worldwide
Employment type: Volunteer, part-time
Duration: 6 months minimum (we're open to compromise)
Working hours: At least 10 hours per week (we're open to compromise)
Company stage: Early-stage, bootstrapped, pre-revenue startup

Summary

We’re looking for a proactive, organised, and tech-savvy Executive Assistant to work closely with Aswathy, CEO of Vexnovate Ventures. You’ll help Aswathy stay on top of priorities, keep communication and follow-ups moving, and support day-to-day team coordination and operations across Vexnovate Ventures.

You’ll work closely with the CEO, mainly through WhatsApp, while coordinating with team members and helping keep tasks, people, and projects on track. We’re looking for someone who takes initiative, figures things out, and gets moving without needing every next step spelled out.

Responsibilities

• Manage the CEO’s calendar, inbox, Google Drive, meetings, and follow-ups so priorities and important details don’t slip through the cracks.

• Work closely with Aswathy via WhatsApp, keeping communication clear, timely, and organised.

• Coordinate the Vexnovate team, follow up on tasks and deadlines, and keep team members aligned on next steps.

• Support the CEO with day-to-day operations, project coordination, and other team or business priorities as needed.

• Organise documents, notes, and information in Google Drive and other shared tools so they’re easy to find.

• Use technology and AI tools to work smarter, streamline repetitive tasks, and improve everyday workflows.

• Spot blockers early, take ownership of follow-ups, and suggest practical solutions.

Expanded Responsibilities

• Calendar and time management: Maintain calendar hygiene, including scheduling, rescheduling, buffers, travel time, conflicts, and priorities. Protect focus blocks and prepare meeting agendas, context, links, participants, and decision requirements.

• Inbox and communication support: Triage incoming messages, draft routine responses, prepare suggested replies for sensitive matters, track responses and follow-ups, and maintain confidentiality.

• Meeting management: Prepare agendas and briefing notes; capture decisions, action items, owners, and due dates; send concise follow-ups; and maintain an action tracker.

• Task and follow-up management: Maintain a master action list, follow up with stakeholders, escalate overdue or blocked items with context and recommendations, and track commitments through completion.

• Research and preparation: Research people, companies, meetings, events, and topics; prepare concise briefs; and compile relevant documents, links, background, questions, and decision points.

• Personal and executive support: Manage reminders for appropriate personal commitments, appointments, gifts, occasions, and errands while maintaining clear boundaries.

• Information and file organisation: Maintain an accessible structure for key documents and shared information, establish naming conventions, and prevent duplicate or outdated files.

Operating Rhythm

• Start each day by reviewing WhatsApp messages, the calendar, inbox, actions, deadlines, and changes; provide a daily brief and priority list.

• Coordinate schedules, prepare meetings, and follow up on critical actions throughout the day.

• Reassess priorities and blockers midday, prepare for the next day, and close the day with an update on open items, urgent matters, and unresolved risks.

• Conduct weekly reviews of priorities, open items, deadlines, stakeholder follow-ups, and upcoming commitments.

First 30 Days

Learn the founder’s priorities, preferences, working style, stakeholders, recurring meetings, commitments, and pain points. Audit current systems, establish an action tracker and priority system, create meeting preparation and follow-up templates, agree on escalation rules, and take ownership of routine calendar and meeting workflows. By day 30, demonstrate reliable follow-through and recommend next steps.

What We’re Looking For

• At least 2+ years of experience in executive assistance, administrative support, operations coordination, project coordination, or a similar role.

• Comfortable managing a CEO’s calendar, inbox, Google Drive, and day-to-day priorities.

• Strong written communication and follow-through—you can keep track of details, coordinate with people, and make sure tasks get completed.

• Very comfortable using WhatsApp for work and coordinating with an active, communicative team.

• Tech-savvy and quick to learn tools. Familiarity with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets), Claude/Claude AI, and other AI-powered productivity tools is a plus.

• Proactive and resourceful: you take initiative, make sensible decisions within your responsibilities, and don’t wait for instructions for every small thing.

• Organised, dependable, and comfortable juggling multiple tasks in a fast-moving environment.

• Able to handle confidential information with discretion and communicate professionally with the CEO and team.

  Benefits

  • Fully remote and asynchronous work environment, with flexible hours and the ability to work from anywhere in the world.

  • Work directly with the CEO, gain insight into how a growing business operates, and have room to take ownership.

  • Contribute to the growth of a developing startup and build a professional portfolio.

  • Receive continuous feedback from the Founder and C-suite leadership to support professional and leadership growth.

  • Performance-based recognition may include LinkedIn, Upwork, and letter-of-recommendation recommendations; a company email address that can be used as a reference on your CV; and a feature on the company website.

Hiring Process

1. Initial AI interview (20 minutes): A flexible online conversation with AI. Please be yourself; AI tools are not allowed, as our team personally reviews every answer.

2. Live interview: A one-on-one discussion with the CEO and current EA to explore fit and mutual goals.

3. Onboarding: If it’s a mutual match, you’ll receive an official welcome email.