Executive Assistant - AI & Business Operations

We are a startup where priorities can change quickly, processes are still developing and several important initiatives often run in parallel. We are looking for someone who enjoys this environment and can bring structure, calm and reliable execution to a busy working day. Our work spans HR, finance, IT and marketing, with AI playing a practical role in how we organise information, coordinate work and improve processes.

Job Description

As Executive Assistant to the CEO, you will be a trusted right hand who turns priorities into clear actions and follows them through to completion. You will anticipate needs, organise competing demands, coordinate people and maintain a reliable overview of what requires attention across the business.

Inbox and calendar management form part of the role, alongside broader responsibility for organising projects, improving workflows, preparing decisions and keeping commitments on track.

You should bring practical experience using AI to accomplish meaningful work. This includes creating and using reusable AI skills: structured instructions, relevant context and tools that help an AI assistant perform recurring tasks consistently. You should be comfortable adapting these workflows, checking their outputs and recognising when human judgement or specialist input is needed.

You should be comfortable with the pace, uncertainty and pressure that can come with building a startup. This means adapting when plans change, handling competing requests and maintaining sound judgement under time pressure. You will help the CEO and team set realistic priorities, make trade-offs and identify when workload or deadlines need to be adjusted.

Key Responsibilities

• Translate the CEO's priorities into actionable plans with clear owners, deadlines and follow-up.
• Maintain an overview of ongoing initiatives, identify dependencies and flag delays or decisions early.
• Coordinate work across the startup team, external partners and service providers.
• Prepare concise research, meeting briefs, comparisons and recommendations that support decisions.
• Organise meetings, correspondence and schedules, capturing decisions and ensuring agreed actions are completed.
• Support HR operations through recruitment coordination, onboarding, documentation and follow-up.
• Support finance operations by organising invoices, expenses, payment schedules and information needed by accounting specialists.
• Support marketing initiatives by organising briefs, assets, deadlines and collaboration with internal and external contributors.
• Coordinate IT requests, access requirements, software subscriptions and communication with technical colleagues.
• Organise and improve how the CEO and startup team use Microsoft 365, keeping communication, documents, tasks and shared information structured and accessible.
• Connect Microsoft tools with suitable AI skills and workflows, respecting permissions and confidentiality.
• Create, adapt and maintain AI skills and repeatable workflows for research, reporting, documentation and operational coordination.
• Check AI-generated work for accuracy, relevance and completeness before it is used.
• Keep business information organised and handle confidential matters with discretion.

Required Qualifications

• Experience in executive assistance, business operations, project coordination or a comparable role involving substantial ownership.
• A working understanding of HR, finance, IT and marketing, sufficient to coordinate tasks, ask informed questions and recognise when specialist expertise is required.
• Strong practical experience with Microsoft 365, particularly Outlook, Teams, SharePoint, OneDrive, Excel, Word and PowerPoint.
• Ability to organise collaboration across these tools, including shared documents, structured information, task tracking and access coordination.
• Confidence using Excel to maintain operational overviews, reconcile information and prepare clear reports.
• Practical experience creating or configuring reusable AI skills and applying them to real work.
• Ability to explain a workflow you personally implemented, including how you checked its results and handled its limitations.
• Strong prioritisation and follow-through, including the ability to manage several workstreams without constant reminders.
• Clear written and verbal communication in English.
• Confidence working with spreadsheets, documents, shared knowledge systems and task management tools.
• Sound judgement about confidentiality, access permissions and the information shared with AI tools.
• Willingness to take responsibility, resolve routine issues independently and escalate significant risks promptly.
• Resilience and adaptability in a startup environment, including changing priorities, incomplete information and periods of high workload.
• Ability to remain calm, communicate clearly and maintain quality under pressure.
• A practical approach to solving problems and taking ownership when established processes or clear instructions are not yet available.
• Confidence raising capacity constraints early, proposing realistic alternatives and clarifying which tasks take priority.

Especially Valuable Experience

• Working directly with a founder or supporting a small startup team.
• Improving processes that span several business functions.
• Using AI agents, tool integrations or automation platforms to reduce repetitive work.
• Hands-on experience with Power Automate, Microsoft Copilot and Copilot Studio to build useful automations and AI assistants.
• Building reusable procedures and shared knowledge that other team members can use.
• Coordinating recruitment, financial administration, suppliers or marketing delivery.

What We Offer

• Close collaboration with the CEO and visibility across the startup.
• Meaningful ownership of operational work and process improvements.
• A broad role combining executive support, team coordination and practical AI use.
• A fully remote working arrangement.
• Monthly compensation in USD.

Remote Working Arrangement

You will work remotely and maintain clear visibility of priorities, progress and blockers. Reliable communication, organised documentation and consistent follow-through are essential. Working hours and required availability will be agreed during the hiring process.

How to Apply

Please submit your CV and describe relevant examples of work you have personally delivered. Include an AI skill or workflow you created or substantially adapted, the business task it supported, and how you ensured the result was useful and reliable. An example of coordinating work across different business functions would also be helpful.