Executive Assistant for Remote AI Company
Budget / SalaryHourly project
TypeFreelance project
LocationRemote
Posted2 hours ago
We are a US-based AI services company with a small, fully remote team. I am the founder. I need one sharp, reliable Executive Assistant who becomes my second pair of eyes on everything that is moving.
This is not a data-entry job. I do not need someone to copy-paste. I need someone who can think, find things out, chase people politely until they answer, and tell me the truth about where things stand.
What you will actually do
Research. I will give you a question, sometimes a vague one ("who runs procurement at this company", "what does this program require", "which of these 20 companies actually fit us"). You go find real answers, with sources and links, and give me a short written summary. Not a wall of text. The answer first, then the evidence.
Track what is going on. Our team works across several projects at once. You will keep a live picture of who owes what, what is late, and what is blocked, using our internal tools (task tracker, chat, documents). I will train you on the tools.
Chase the team. Message team members, ask for status, get real answers, and escalate to me only when something is genuinely stuck. Politely persistent. This is the single most important trait for this role.
Report to me. A short written update every day and a fuller one weekly. Clear, structured, honest. If something is behind, I want to hear it from you before I find out on my own.
Talk to people. Reply to inbound enquiries, follow up with contacts, and get people onto my calendar. You will speak with external people, so your spoken and written English must be clear and professional.
Set up appointments and bookings. Manage my calendar across time zones, schedule calls, book travel, hotels and event registrations, and handle the confirmations and reschedules.
Who this is for
You write clean, direct English. Short sentences. No fluff, no AI-sounding paragraphs.
You are genuinely curious, and you can research something you have never heard of before without giving up after one Google search.
You follow up without being told twice. If I ask you something on Monday and it is not done, you tell me why on Monday, not on Friday.
You are comfortable on video and voice calls in English.
You have a working computer, a stable internet connection, a backup connection for when the main one fails, a quiet place to take calls, and a working headset and webcam.
You can overlap at least 4 hours a day with US Eastern Time.
Long term. I am hiring one person to grow with the company, not for a two week gig.
Nice to have, not required
Experience with a task tracker (Jira, Asana, ClickUp, Trello or similar).
Comfortable using AI tools (ChatGPT, Claude, Gemini) as part of your own work. Tell me how you use them.
Prior EA or operations experience supporting a founder or a small team.
Experience booking travel, coordinating events, or handling calendars across time zones.
Do not apply if
You are an agency bidding on behalf of a pool of people. I want one named person who I speak to every day.
You plan to hand my work to a subcontractor.
Your bid is a template. I will spot it immediately.
You cannot take calls in English.
You need someone to tell you every step.
This is not a data-entry job. I do not need someone to copy-paste. I need someone who can think, find things out, chase people politely until they answer, and tell me the truth about where things stand.
What you will actually do
Research. I will give you a question, sometimes a vague one ("who runs procurement at this company", "what does this program require", "which of these 20 companies actually fit us"). You go find real answers, with sources and links, and give me a short written summary. Not a wall of text. The answer first, then the evidence.
Track what is going on. Our team works across several projects at once. You will keep a live picture of who owes what, what is late, and what is blocked, using our internal tools (task tracker, chat, documents). I will train you on the tools.
Chase the team. Message team members, ask for status, get real answers, and escalate to me only when something is genuinely stuck. Politely persistent. This is the single most important trait for this role.
Report to me. A short written update every day and a fuller one weekly. Clear, structured, honest. If something is behind, I want to hear it from you before I find out on my own.
Talk to people. Reply to inbound enquiries, follow up with contacts, and get people onto my calendar. You will speak with external people, so your spoken and written English must be clear and professional.
Set up appointments and bookings. Manage my calendar across time zones, schedule calls, book travel, hotels and event registrations, and handle the confirmations and reschedules.
Who this is for
You write clean, direct English. Short sentences. No fluff, no AI-sounding paragraphs.
You are genuinely curious, and you can research something you have never heard of before without giving up after one Google search.
You follow up without being told twice. If I ask you something on Monday and it is not done, you tell me why on Monday, not on Friday.
You are comfortable on video and voice calls in English.
You have a working computer, a stable internet connection, a backup connection for when the main one fails, a quiet place to take calls, and a working headset and webcam.
You can overlap at least 4 hours a day with US Eastern Time.
Long term. I am hiring one person to grow with the company, not for a two week gig.
Nice to have, not required
Experience with a task tracker (Jira, Asana, ClickUp, Trello or similar).
Comfortable using AI tools (ChatGPT, Claude, Gemini) as part of your own work. Tell me how you use them.
Prior EA or operations experience supporting a founder or a small team.
Experience booking travel, coordinating events, or handling calendars across time zones.
Do not apply if
You are an agency bidding on behalf of a pool of people. I want one named person who I speak to every day.
You plan to hand my work to a subcontractor.
Your bid is a template. I will spot it immediately.
You cannot take calls in English.
You need someone to tell you every step.
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