Senior Executive Assistant to Founder – Operations Full Time

We are looking for a sharp, highly organised, trustworthy, and proactive Senior Executive Assistant to work directly with the founder across multiple fast-moving business areas.

This is not a basic admin or virtual assistant role. The role requires someone who can manage inboxes, organise priorities, track dependencies, chase follow-ups, manage documents, prepare updates, and help bring order across multiple businesses and projects.

The founder is currently managing workstreams across construction, startup growth, medical research, investor work, finance, legal/admin matters, emails, documents, deadlines, and operational follow-ups.

The purpose of this role is simple: reduce mental load, create structure, protect founder time, and make sure important matters are tracked, followed up, and actioned.

Key Responsibilities

• Manage and organise founder and business inboxes
• Track emails, follow-ups, deadlines, documents, and open tasks
• Maintain a master task tracker across multiple businesses and projects
• Identify what is urgent, blocked, waiting, completed, or needing founder decision
• Chase people for updates, documents, responses, payments, approvals, and next steps
• Draft emails, follow-ups, summaries, meeting notes, and internal updates
• Manage calendars, reminders, meetings, and action lists
• Take meeting notes and convert them into clear next steps
• Organise files across Google Drive, email, folders, spreadsheets, and project systems
• Maintain trackers for legal/admin, finance, construction, startup, research, and investor-related work
• Prepare daily and weekly priority updates for the founder
• Use AI tools to summarise, organise, draft, research, and speed up execution
• Action agreed low-risk dependencies without constant prompting
• Escalate sensitive or high-risk matters for founder approval

Inbox Access and Confidentiality

This role may involve access to founder and business mailboxes, documents, trackers, and sensitive business information.

The successful candidate must be highly trustworthy, confidential, and mature in handling private information.

You may be expected to organise inboxes, flag urgent matters, draft responses, follow up on open items, and action agreed dependencies.

However, sensitive matters must always be escalated for founder approval, including legal, banking, insolvency, tax, financial commitments, investor matters, contract changes, employment matters, or anything involving commercial risk.

The successful candidate may be required to sign a confidentiality agreement or NDA before receiving access to systems.

What This Role Is Really About

Your job is to help create order. You should be able to look at a messy situation and say:

• This is urgent
• This can wait
• This needs founder decision
• This person needs chasing
• This document is missing
• This deadline is risky
• This email needs a response
• This task should be tracked, not remembered
• This dependency can be actioned now
• This should be escalated before anything is sent

The right person will create calm, clarity, control, and momentum.

Ideal Candidate

We are looking for someone who is:

• Highly organised and detail-oriented
• Strong with written communication
• Excellent at follow-up
• Trustworthy and confidential
• Comfortable managing inboxes and sensitive information
• Practical, sharp, and able to think independently
• Calm under pressure
• Comfortable working directly with a founder
• Able to operate in messy, fast-moving environments
• Good with spreadsheets, trackers, documents, folders, and task systems
• Mature enough to know when to act and when to escalate
• Comfortable using AI tools like ChatGPT or Claude

MBA preferred, but not mandatory. Strong experience in executive support, founder support, operations, consulting, project coordination, business administration, or founder’s office roles will also be considered.

Tools

You should be comfortable with tools such as:

• Gmail / Outlook
• Google Drive
• Google Sheets / Excel
• Notion / Airtable / Trello / Asana or similar
• Calendar tools
• ChatGPT / Claude or similar AI tools
• Basic CRM or contact tracking tools
• Be keen on learning and using AI