Executive Assistant

Overview

This is a full-time remote Executive Assistant position supporting an executive across two sister businesses operating in the biotech and performance lifestyle spaces. The role suits someone highly proactive, exceptionally organized, and comfortable acting as a trusted right hand across both business and personal matters. You should be able to switch quickly between operational work and personal support while staying ahead of needs and creating order from complexity.

Key Responsibilities

• Provide day-to-day personal assistance to the founders, including scheduling private appointments, arranging complex travel, managing personal renewals, and handling routine admin tasks such as parking ticket payments.
• Design, structure, and improve efficient Notion workspaces, databases, trackers, checklists, and SOPs that convert recurring chaos into scalable systems.
• Support business operations by coordinating vendors and contractors, assisting with project scopes, and sourcing packaging and materials through global platforms such as Alibaba.
• Manage separate calendars, schedules, and logistics across two brands, including office equipment orders and active business subscriptions.
• Monitor multiple inboxes as a professional gatekeeper, draft responses, and make sure important messages and follow-ups do not get missed.
• Track open items across projects, vendors, meetings, and founder priorities, while documenting decisions, notes, and updates in a clear, easy-to-use format.
• Handle sensitive business, personal, and financial information with strong discretion, sound judgment, and emotional intelligence.

Requirements

• Advanced Notion expertise is essential, including the ability to build and manage structured workspaces, relational databases, and polished page systems from the ground up.
• At least 3 to 5+ years of experience supporting executives, founders, or operations teams in a senior-level assistance role.
• Prior experience in a startup, e-commerce, or multi-business environment where priorities move quickly.
• Strong self-management skills with the ability to turn rough ideas or messy notes into actionable workflows with little direction.
• A strong ownership mindset and a bias toward follow-through, with a habit of actively closing loops and resolving outstanding tasks.
• High emotional intelligence and the discretion needed to manage confidential personal, business, and financial information.
• Ability to work full-time during U.S. business hours from 9:00 AM to 5:00 PM PST.
• Must meet the stated system and connectivity requirements, including reliable internet and appropriate hardware/software setup.
• Remote candidates must be prepared to work for a U.S.-based company from any location.

Preferred Background

• Experience in biotechnology, health and wellness, e-commerce, or consumer packaged goods is an advantage.
• Background in global sourcing, supplier communication, or packaging/material procurement through platforms such as Alibaba is preferred.
• Exposure to building and scaling repeatable operational processes in small, fast-moving teams is helpful.

Required Tools

• Notion at an expert level; Asana or Airtable are also relevant for project management and system building.
• Google Workspace, including Gmail, Calendar, and Drive, along with Slack and Zoom for communication and collaboration.
• Strong web research ability and experience with global vendor sourcing.
• DocuSign for administrative and document workflow tasks.

Schedule and Compensation

This is a full-time remote position with a work schedule of 9:00 AM to 5:00 PM U.S. hours in the PST time zone. Compensation is offered at R17,000 to R25,000 per month, depending on experience, skill level, and technical ability. The role also includes annual raises, bonuses, confirmed holidays, and paid time off.

System Requirements

• Minimum internet speed of 20 Mbps.
• Computer with a 2.4 GHz processor or faster.
• At least 8 GB RAM.
• Windows 10 or later, or Mac OS X 10.10 or later.
• HD 720p webcam.
• Headset with a microphone.

Benefits

• A U.S. phone number and business email address are provided by the company.
• Work remotely from home or any location that suits you.
• Long-term, consistent work with the same client and team.
• Stable working hours and a supportive environment focused on operational excellence.

Who This Role Suits

This opportunity is ideal for a detail-oriented professional who enjoys improving efficiency, building systems, handling logistics, and supporting both business operations and personal administration across multiple ventures.