Executive Assistant

Overview We are hiring an Executive Assistant for two innovative sister companies in the Biotech and Performance Lifestyle industries. This is a Full-Time remote role supporting an executive across both ventures. This role is ideal for a proactive, "A-player" who functions as a "Right Hand," capable of moving seamlessly between business operations—like sourcing global suppliers—and high-level personal support. We are looking for someone who prides themselves on bringing order to chaos and staying two steps ahead of the executive’s needs.

Key Responsibilities

• Founder & Personal Support: Support the founders with day-to-day personal logistics and miscellaneous tasks. This includes coordinating private appointments, booking complex travel, managing personal renewals, and handling administrative details like paying parking tickets.
• Systems Architecture & Optimization: Build, organize, and maintain highly efficient workspaces, database architectures, and project trackers in Notion. Turn recurring chaos into clean, repeatable workflows, checklists, and SOPs that scale.
• Business Operations & Sourcing: Help coordinate vendors, contractors, and day-to-day operational tasks. This includes sourcing packaging and materials via global platforms like Alibaba, as well as assisting in drafting and putting together scopes for upcoming business projects.
• Dual-Company Admin & Calendar Management: Manage complex, distinct calendars and schedules across two unique brands. Handle multi-brand logistics such as ordering office equipment and managing active business subscriptions.
• Communication & Inbox Gatekeeping: Act as a professional gatekeeper for multiple email accounts. Draft clear correspondence, manage incoming messages, and ensure no critical items fall through the cracks.
• Project Tracking & Documentation: Meticulously track open loops across projects, vendors, meetings, and founder priorities. Document decisions, meeting notes, and project updates clearly and concisely so information is easily accessible.
• Discretion & Confidentiality: Handle highly sensitive business, personal, and financial information with absolute discretion and strong emotional intelligence.

Required Qualifications

• Expert Notion Operator (Crucial): Advanced, high-level proficiency in Notion. You aren't just a basic user; you know how to build, architect, organize, and maintain highly functional workspaces, complex relational databases, and clean page systems from scratch.
• Experience: 3–5+ years of experience in an Executive Assistant, Founder Support, or Operations Support role, with a proven track record of supporting senior-level executives.
• Environment Fit: Prior experience thriving in a fast-paced startup, e-commerce, or multi-business environment.
• Self-Starter Mentality: The ability to take a messy "brain dump" of ideas and turn them into clear, actionable tasks and workflows with minimal supervision.
• Ownership & Drive: An intense ownership mindset and a strong follow-through bias (you actively hunt down and close open loops; nothing disappears into the void).
• Discretion & EQ: A high level of emotional intelligence and the absolute discretion required to handle sensitive personal, business, and financial information.

Preferred Qualifications

• Industry Expertise: Prior experience working within the biotechnology, health/wellness, e-commerce, or consumer packaged goods (CPG) sectors.
• Sourcing & Supply Chain: Direct experience managing global supply chain logistics, including vendor communication and packaging/material sourcing via platforms like Alibaba.
• Startup Scaling: Familiarity with creating, documenting, and scaling repeatable operational processes within small, fast-moving teams.

Required Skills & Tools

• Project Management & Architecture: Notion (Expert Level Required), Asana, or Airtable
• Communication & Collaboration: Google Workspace (Gmail, Calendar, Drive), Slack, Zoom
• Research & Sourcing: High proficiency in web research and global vendor sourcing (Alibaba)
• Administrative Tools: DocuSign

Schedule & Pay

• FULL-TIME position; 9:00 AM to 5:00 PM U.S. hours in the PST (Pacific Standard Time) time zone.
• This is a fully remote job for a U.S.-based company.
• Pay ranges from R17 000 to R25 000 per month, depending on experience, skill level, and technical proficiency.
• Annual raises, bonuses, confirmed holidays, and PTO.

System Requirements

• Internet speed of at least 20 Mbps
• Computer with a 2.4 GHz processor or higher
• 8 GB of RAM or higher
• Windows 10 or newer, or Mac OS X 10.10 or newer
• HD 720p webcam
• Headset with a microphone

Benefits

• The company provides a U.S. phone number and business email address.
• Enjoy the flexibility of working remotely from home or any location of your choice.
• Consistent work with the same client, fostering a long-term professional partnership.
• Stable work hours and a supportive environment that values operational excellence.

If you are a detail-oriented professional who loves creating efficiency—whether that's optimizing a global project scope or perfecting a travel itinerary—we want to hear from you. Apply today to become an integral part of these two growing ventures.