Executive Assistant

We're Hiring: Executive Assistant

Schedule: Full-Time | 6am–3pm or 7am–4pm EST

We’re hiring an Executive Assistant to work closely with our CEO and help keep the business organized and moving forward.

You’ll manage the CEO’s calendar and inbox, coordinate meetings and projects, handle travel and vendors, track follow-ups, and help improve internal processes.

This role is ideal for someone who is highly organized, proactive, detail-oriented, and good at solving problems. You should be comfortable managing multiple priorities, working independently, and taking ownership from start to finish.

You’ll work closely with the CEO, Operations, and other teams across the company.

What You’ll Do

Executive Support

• Manage the CEO’s calendar, meetings, and time zones
• Manage and organize the CEO’s inbox
• Draft and send replies when appropriate
• Prepare meeting agendas, notes, and follow-ups
• Track action items and make sure they get completed
• Help the CEO stay organized and on top of priorities
• Prepare and maintain documents, reports, presentations, and other materials
• Coordinate domestic and international travel
• Manage vendors, subscriptions, and recurring services
• Coordinate with internal and external contacts

Operations & Project Management

• Coordinate projects and tasks across different teams
• Track deadlines, priorities, and deliverables
• Follow up with team members and external partners
• Identify problems, blockers, and delays and help find solutions
• Keep projects and information organized
• Create and maintain SOPs for recurring tasks
• Improve and document internal processes
• Maintain trackers, databases, and project management tools
• Coordinate onboarding, offboarding, and other operational tasks
• Take ownership of tasks and projects from start to finish

Requirements

Must-Haves

• 3+ years of experience in executive assistance, virtual assistance, operations, project coordination, or a similar role
• Experience supporting a Founder, CEO, or C-level executive
• Experience coordinating projects, tasks, deadlines, and deliverables
• Excellent written and spoken English
• Strong organization and attention to detail
• Strong problem-solving skills
• Able to manage multiple priorities independently
• Proactive and comfortable taking ownership
• Strong follow-up and coordination skills
• Comfortable working with U.S. teams and U.S. business hours
• Experience with Google Workspace, Slack, Notion, or similar tools
• Experience using AI tools such as Claude or ChatGPT to work more efficiently

Strongly Preferred

• Experience working with a SaaS company
• Experience working in a startup or fast-paced environment
• Experience with project management tools such as Asana, ClickUp, Monday.com, Linear, or similar
• Experience creating or improving SOPs and internal processes
• Experience coordinating vendors, contractors, or external partners
• Experience managing travel arrangements and itineraries
• Experience with CRM or internal databases
• Experience with Zapier, Make, n8n, or other automation tools
• Experience working across multiple departments
• Experience handling confidential or sensitive business information

What We Offer

100% remote

️ 10 days PTO + US holidays

❤️🩹 Monthly healthcare allowance

$50–$100/month equipment & connectivity stipend (as needed)

Real career growth as Upstack scales

Your Application Roadmap

You've applied - awesome! Here's what happens next:

Step 1: Application Review

Our team will review your experience, skills, and qualifications to see if there's a strong match for the role.

Step 2: Initial Interview

If your background aligns with what we're looking for, we'll invite you to a conversation with our recruiting team. This is our chance to learn more about you - and your chance to learn more about us.

Step 3: Online Assessment

Depending on the role, you may be asked to complete a short skills assessment so you can showcase what you do best.

Step 4: Final/Client Interview

Top candidates will move forward to meet with the hiring manager or client team. Bring your experience, your wins, and your personality - we want to get to know the real you.

Step 5: Job Offer

If it's a great match on both sides, we'll present your offer and get you ready for an exciting new chapter.

Not selected for this role? No worries. Strong candidates may be considered for future opportunities that better match their skills and experience. We appreciate every application and can't wait to meet talented professionals like you!

To prioritize your application, please complete this form: https://binary.so/zYchy3s