Executive Assistant

About Passive

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We’re looking for an exceptional Executive Assistant to act as a true extension of the CEO. This is not a traditional administrative role. You’ll be a strategic, operational partner who helps create leverage by managing priorities, protecting focus, and ensuring the company runs smoothly at the executive level.

You’ll work directly with the CEO across scheduling, communications, internal coordination, investor interactions, and special projects — enabling the CEO to spend more time on product, growth, fundraising, and strategic partnerships.

This role is ideal for someone who thrives in ambiguity, anticipates needs before they’re articulated, and enjoys being at the center of a fast-growing startup.

Executive & Time Management

• Own the CEO’s calendar, inbox, and scheduling with precision and judgment.
• Proactively manage priorities, tradeoffs, and time-blocking.
• Prepare agendas, briefs, and follow-ups for meetings.
• Act as a gatekeeper while maintaining strong relationships internally and externally.

Communication & Coordination

• Draft and manage executive-level communications (email, internal updates, partner outreach).
• Coordinate with investors, advisors, partners, and senior hires.
• Ensure follow-through on key decisions and action items.
• Maintain alignment across leadership, product, engineering, and go-to-market functions.

Operations & Special Projects

• Support fundraising processes, investor updates, and board-related logistics.
• Help manage recruiting coordination for senior hires.
• Own special projects that require executive-level oversight and discretion.
• Create systems, documentation, and workflows that scale with the company.

Founder Leverage

• Anticipate the CEO’s needs before they arise.
• Surface risks, gaps, or inefficiencies early.
• Bring order to chaos without slowing momentum.
• Be a trusted thought partner — not just an executor.

This role requires judgment, maturity, and confidence
.

Required

• 5+ years of experience as an Executive Assistant, Chief of Staff–type role, or senior operations role supporting executives.
• Experience supporting a founder or senior executive in a high-growth, fast-paced environment.
• Exceptional written and verbal communication skills.
• Strong organizational instincts and attention to detail.
• High emotional intelligence and discretion.

Strong Plus

• Startup or early-stage company experience.
• Exposure to fundraising, investors, or board operations.
• Comfort working across time zones.
• Ability to operate independently with minimal direction.

• You’re proactive, not reactive.
• You default to ownership.
• You’re calm under pressure and excellent at prioritization.
• You see yourself as a multiplier for the executive and the company.
• You care deeply about quality, clarity, and follow-through.