Role Overview: We are seeking a highly organized, dependable Administrative Assistant to support our CEOs and internal team. This role is ideal for someone who is agreeable, detail-oriented, and self-motivated — a natural problem solver who enjoys creating order and keeping things running smoothly behind the scenes.

This is a support role, not an operations leadership position. The ideal candidate is proactive and resourceful while remaining collaborative, responsive to direction, and aligned with existing processes and priorities.

Schedule & Hours

• Monday–Friday, aligned to Pacific Time
• Standard coverage window: 8:00 AM – 5:00 PM PST
• Starting hours: approximately 30 hours per week
• Expected ramp-up to full-time (40 hours/week) within the first 90 days

Key Responsibilities

Executive Support

• Manage CEO inboxes and calendars, including scheduling, prioritization, and follow-ups
• Coordinate meetings, appointments, and reminders
• Handle occasional personal administrative tasks for the CEOs
• Prepare meeting agendas and distribute notes/action items afterward

Meeting & Communication Support

• Attend weekly team meeting (Tuesdays at 10:00 AM PST)
• Create agendas in Notion prior to meetings
• Capture and distribute clear meeting notes and next steps
• Draft internal communications (announcements, updates, recaps) for review

Organizational & Systems Support

• Maintain organization of Google Drive (folder audits, naming conventions, file cleanup)
• Assist with Notion workspace management, including building and maintaining databases and templates
• Maintain and format internal documentation, SOPs, and templates
• Support structured workflows within existing systems

Team & Culture Support

• Help coordinate virtual activities and gifts for remote team members (including international teammates)
• Assist with occasional administrative projects as needed

Marketing & Administrative Tasks

• Support social media management and content creation (in the future)
• Help schedule posts and maintain consistency across platforms

Required Skills & Qualifications

• At least 3 years (preferably 5 years) experience as an admin assistant or virtual assistant
• This role will be supporting 2 separate CEOs
• Exceptional organizational skills and attention to detail
• Strong written communication skills
• Ability to follow established processes while anticipating needs
• Self-motivated and dependable with minimal supervision
• Comfortable handling sensitive information with discretion
• Process-minded and systems-oriented
• Able to manage multiple priorities without losing accuracy
• Past experience with social media creation & engagement

Required Software Proficiency

Experience working within structured digital workspaces is essential.

• Notion
• Asana (or similar project management tool)
• Slack
• Google Workspace (Docs, Sheets, Drive, Calendar, Gmail)
• Missive (or similar collaborative email platform)

Ideal Personality Traits

We’re looking for someone who is:

• Agreeable and easy to work with
• Proactive but respectful of established roles and decision structures
• A thoughtful problem solver
• Highly reliable and consistent
• Calm, organized, and resourceful
• Comfortable working behind the scenes to support leadership

This role is best suited for someone who enjoys enabling others to succeed rather than directing strategy or “running the show.”

Growth & Success in This Role

Success in this position means becoming a trusted administrative partner who:

• Anticipates needs without overstepping authority
• Maintains order across systems and communications
• Frees leadership to focus on high-level priorities
• Improves efficiency through consistency and attention to detail