Executive Assistant

About Us

Talent Pop is a fast‑scaling, multi‑8‑figure, global e‑commerce enablement company supporting hundreds of high‑growth brands with world‑class talent and operational infrastructure. With a team of 2,500+ globally, we are building the future of work in the e‑commerce ecosystem. We move fast, think long‑term, and operate at a high standard.

We are looking for an Office‑based Executive Assistant in Orange County, CA to serve as a true strategic partner to the founders — creating clarity in complexity, protecting executive time aggressively, and operating with ownership and discretion.

• Own calendar and inbox operations
• Drive meeting preparation and follow‑through
• Coordinate travel and logistics
• Support event planning efforts
• Manage financial coordination and billing tasks
• Handle administrative systems and platform access
• Act as a trusted liaison across teams

• Executive Time & Calendar Management
  • Manage complex calendars across multiple time zones
  • Align scheduling with strategic priorities and Ideal Weekly Schedule frameworks
  • Adjust pre‑set meetings to optimize executive focus
  • Coordinate multi‑party meetings with internal teams, clients, and vendors
  • Track and communicate Out of Office (OOO) statuses for team visibility
• Inbox & Communication Management
  • Manage and triage executive inbox daily
  • Draft and send professional communications on behalf of the executive
  • Review Slack channels and filter unnecessary communication
  • Screen and manage incoming calls with professionalism and discretion
  • Ensure follow‑ups are tracked and closed
• Meeting Preparation & Execution
  • Prepare advanced agendas for leadership and team meetings
  • Compile Morning Update Notes and key summaries
  • Take detailed notes during meetings
  • Track action items and to‑do lists
  • Follow up with stakeholders on project status and report back summaries
• Travel & Logistics Coordination
  • Book flights, accommodations, and ground transportation
  • Coordinate full travel itineraries for executives
  • Ensure all logistics are confirmed and documented
  • Anticipate potential travel disruptions and proactively solve
• Event Planning & Team Coordination
  • Support planning and logistics for internal events and offsites
  • Coordinate catering, lunches, and team arrangements
  • Assist with executive‑level event preparation and materials
  • Help manage vendor coordination and on‑site logistics
• Financial & Billing Support
  • Process credit card payments for one‑off expenses
  • Assist with client billing sheet preparation (bi‑monthly)
  • Follow up on outstanding client payments when required
  • Complete accounting‑related administrative tasks
  • Send W‑9 requests to clients as needed
• Administrative Systems & Platform Management
  • Set up and manage 2FA security across platforms
  • Utilize password management tools such as 1
    
    Password
  • Create email accounts and login access for team members
  • Share and manage access across platforms
  • Complete documentation and investment‑related forms for final executive signature
• Research & Special Projects
  • Conduct research for vendors, tools, partnerships, or initiatives
  • Assist with product launch coordination and execution
  • Create polished documents, briefs, and slide decks
  • Own special projects from start to finish
• Strategic Partnership & Proactive Support
  • Anticipate roadblocks before they arise
  • Identify operational inefficiencies and propose improvements
  • Serve as a trusted liaison between the executive and stakeholders
  • Operate with confidentiality and high emotional intelligence
  • Act as a thought partner, not just an executor

• Minimum 2 years of relevant administrative or executive support experience
• Clear, confident, and discreet communication skills
• Strong organizational and prioritization abilities
• Ability to manage multiple priorities under pressure
• High attention to detail
• Fluent professional English, written and verbal
• Tech‑savvy and quick to learn new systems
• Experience with Google Workspace, Slack, calendar systems, and billing tools preferred
• Available full‑time (40 hours/week) aligned with U.S. business hours
• Fully dedicated with no conflicting commitments

• Starting Base Salary: $75,000 - $85,000

• Unlimited PTO
• Company Mac Book and home office stipend
• Comprehensive PPO Health Insurance plus 100% company‑covered Dental and Vision
• 401(k) match
• Corporate Wellness Program including 24 Hour Fitness or Class Pass monthly credits
• Team events and international offsites

• Work alongside fast‑growing e‑commerce brands
• Be a strategic partner to ambitious leaders
• Collaborative, high‑performance environment
• Clear growth path within Talent Pop
• Opportunity to operate at a high level and make real impact