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15 days ago
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Requirements and responsibilities
About UsHireHawk connects skilled professionals with high-quality remote career opportunities for growing companies. We work with globally distributed talent and match candidates with roles where ownership, communication, and reliability genuinely matter. This opportunity is with a scaling startup team that needs a trusted executive partner who can bring structure, discretion, and momentum to daily operations.This is not a traditional calendar-only Executive Assistant role. You will become a trusted right-hand partner to the Founder & CEO, helping protect their time, improve follow-through, and keep key company operations running smoothly. The role blends executive support, operations coordination, people administration, light recruiting support, finance administration, inventory forecasting, and cross-functional project management. It is a strong fit for someone who enjoys variety, takes ownership without waiting to be asked, and can bring calm, clarity, and structure to a busy startup environment.Responsibilities:Own the Founder & CEO’s calendar with careful prioritization, conflict prevention, daily calendar sweeps, and clear follow-up blocks for important action itemsMonitor and organize executive inboxes multiple times daily, including sorting, labeling, surfacing urgent items, and coordinating thoughtful responses to scheduling requestsCoordinate internal and external meetings across stakeholders, ensuring details are accurate, agendas are clear, and follow-through does not fall through the cracksManage domestic business travel logistics for speaking engagements and company needs, including schedules, materials, delivery coordination, and visibility for the broader teamVet incoming speaking opportunities and help leadership evaluate which events are worth time, travel, and operational investmentSupport people operations by helping with onboarding, Gusto-related requests, PTO tracking, contractor administration, and compliance-related coordinationReview candidate resumes against leadership-provided hiring criteria and help keep recruiting workflows organized and movingComplete monthly budget reconciliations, enter actuals by deadline, and review QuickBooks transaction categorizations for accuracyAssist with invoice and Bill.com approval workflows, insurance renewals, audits, and documentation gathering for accounting and administrative partnersComplete weekly inventory forecasting and update company-wide reporting documents with relevant travel, PTO, scheduling, and operational informationRequirementsMust-Have:5+ years of experience as an Executive Assistant, Operations Coordinator, Administrative Operations Specialist, or similar roleExperience supporting a founder, CEO, or senior executive in a startup, high-growth, or highly fluid business environmentStrong executive calendar management, complex scheduling, inbox organization, and communication coordination experienceExcellent written and verbal English communication skills, with the judgment to represent leadership professionallyHigh attention to detail, strong follow-through, and the ability to manage multiple priorities without constant oversightExperience handling confidential executive, people, financial, or business information with discretionNice to Have:Experience with Gusto, Google Workspace, QuickBooks, Bill.com, Slack, and modern calendar management toolsExposure to HR administration, onboarding, recruiting coordination, or resume screeningExperience supporting executive travel, speaking engagements, events, or marketing collateral logisticsFamiliarity with budget tracking, reconciliations, invoice workflows, or financial administrationPrevious experience in a venture-backed startup, wellness, consumer products, healthcare, or women’s health companyBenefitsAccess to a $200K+ perk marketplace with discounts on 150+ global services.Option to withdraw up to 50% of approved earnings before payday.
Optionally, you can add more information later (benefits, pre-screening questions, etc.)