Executive Assistant with Travel & CRM Experience

We are looking for a highly organized, proactive, and resourceful Executive Assistant to support a founder by managing calendars, inbox, coordinating travel, organizing information, maintaining systems, and helping structure projects, knowledge, contacts, and day-to-day operations.

The goal of this role is to remove operational and organizational responsibilities from the founder so they can focus on vision, communication, strategic growth, and high-level decision-making. This is ideal for someone who enjoys creating structure, staying ahead of tasks, solving problems independently, and supporting fast-moving founders or executives in a thoughtful and collaborative way.
-------
Key Responsibilities:

**Manage and organize the founder’s calendar, meetings, appointments, and scheduling priorities
**Coordinate meetings and communication with a client across different time zones
**Plan and organize business or personal travel arrangements including researching options, building itineraries, booking flights, accommodations, transportation, and ensuring smooth travel logistics.
**Prepare organized travel plans and provide alternative options whenever schedules, flights, or bookings change
**Help organize and document ideas, conversations, projects, notes, and important information
**Structure and maintain digital files, folders, and knowledge systems across platforms such as Trello, Google Drive, Notion, or similar tools
**Assist with lead management, CRM organization, and maintaining clean and updated contact databases
**Track conversations, opportunities, follow-ups, projects, deadlines, and important relationship details inside CRM systems
**Research tools, systems, or processes that can improve organization and workflow efficiency
**Provide administrative and operational support as needed
**Communicate proactively and provide updates without needing constant follow-up
**Offer solutions and alternatives whenever challenges arise instead of simply reporting problems
**Collaborate closely with the founder and help create systems that improve communication, organization, and operational efficiency


Qualifications / Requirements:

**Strong organizational and time management skills
**Previous experience supporting executives, founders, entrepreneurs, or leadership teams
**Experience planning and managing travel arrangements or itineraries for clients or executives
**Experience with CRM management platforms such as GoHighLevel, HubSpot, Pipedrive, Salesforce, or similar systems is highly preferred
**Experience with lead generation, lead organization, or supporting outreach efforts is a strong advantage
**Comfortable working with digital tools and systems such as Google Workspace, Notion, calendars, project management tools, CRM platforms, and communication platforms
**Excellent attention to detail and strong problem-solving skills
**Strong communication skills in English, both written and verbal
**Highly proactive, reliable, collaborative, and able to work independently
**Ability to think ahead, anticipate needs, and provide recommendations or alternative solutions when situations change
**Extremely organized and capable of maintaining accurate records, notes, systems, and workflows without constant supervision
**Comfortable working in a fast-paced environment and handling shifting priorities
**Must be available during PST hours and flexible when needed

What We Value:
**We value strong communication, reliability, initiative, professionalism, collaboration, adaptability, and problem-solving.
**We are looking for someone who does not wait to be told every next step, but instead takes ownership, stays organized, communicates clearly, and helps make the founder’s day-to-day operations easier and more efficient.
**We highly value tea ---------- mbers who are solution-oriented. If something is unavailable or a problem comes up, we appreciate people who can provide alternative options, recommendations, or next steps rather than simply escalating the issue.
**We also value people who genuinely enjoy organizing information, improving systems, supporting leadership, and helping businesses operate more smoothly behind the scenes.

-----
Application Instructions:

Interested applicants, please submit the following to ----------

**Updated CV or resume
**Portfolio or work samples (Itinerary)
**Short video introduction

Please include examples of your experience supporting executives, managing travel arrangements, organizing systems, CRM management, or handling high-level administrative responsibilities.

Note: Applications without a video introduction will not be considered.