Executive Assistant

Company Overview

A fast-paced, growth-focused business seeking a highly proactive Executive Assistant who thrives on organization, systems, and documentation. This role goes beyond traditional administrative support—you will build and maintain a centralized knowledge base that captures executive preferences, recurring processes, and operational details to improve efficiency, consistency, and long-term continuity.

Mission

To serve as the executive's operational memory by documenting every relevant preference, process, and recurring task into a structured, searchable system. Your goal is to eliminate repetitive instructions, anticipate future needs, and create a living SOP that enables seamless executive support now and for future team members.

Responsibilities

• Build and maintain a comprehensive knowledge base in Google Drive documenting executive preferences, routines, processes, and recurring requests.
• Capture details from everyday conversations and meetings, ensuring no important preference or instruction is lost.
• Organize documentation covering executive preferences, team members, family information (where relevant), purchasing habits, writing preferences, vendors, recurring orders, and other operational knowledge.
• Develop and continuously improve SOPs that document how the Executive Assistant role operates.
• Anticipate needs by proactively referring to documented information instead of asking repetitive questions.
• Manage recurring purchases, subscriptions, and reorders using documented preferences.
• Keep detailed records of employee preferences, important dates, gift ideas, and relevant personal details to assist with thoughtful planning and recognition.
• Prepare recommendations for gifts, events, purchases, and decisions based on previously documented information.
• Ensure documentation remains organized, searchable, current, and easy for future team members to understand.
• Continuously refine systems and documentation standards to improve operational efficiency.
• Support day-to-day executive administrative tasks including scheduling, coordination, communications, and project follow-up as needed.

Requirements

• Proven experience as an Executive Assistant supporting founders, CEOs, or senior executives.
• Demonstrated habit of documenting processes, preferences, and recurring tasks without being asked.
• Strong organizational skills with exceptional attention to detail.
• Experience creating and maintaining SOPs, knowledge bases, or operational documentation.
• Highly proactive with the ability to anticipate needs and solve problems independently.
• Excellent written and verbal communication skills.
• Advanced proficiency with Google Workspace, particularly Google Docs and Google Drive.
• Strong ability to organize information into structured, searchable systems.
• Ability to handle confidential information with professionalism and discretion.
• Excellent time management and follow-through in a fast-paced environment.
• A systems-thinking mindset focused on creating repeatable processes rather than completing one-off tasks.

Ideal Candidate

• Naturally documents everything and believes that "if it isn't documented, it doesn't exist."
• Thinks several steps ahead and proactively provides recommendations based on past information.
• Loves building systems that become more valuable over time.
• Creates organized knowledge repositories that others can easily inherit and use.
• Enjoys improving workflows and reducing the need for repeated instructions.
• Has a strong sense of ownership and continuously looks for ways to make the executive's life easier.
  
  Position Description
• • Working Hours: 4 hours per day between 4:00 PM and 12:00 AM Beirut Time (which aligns with 9:00 AM to 5:00 PM Eastern Time US)
  • ​Working Days: 5 days a week
  • ​Days Off: Saturday and Sunday
  • ​Work Location: Fully-remote, you can work from anywhere
  • ​PTO (Paid Time Off): Lebanese national holidays (approximately 14 days/year) are approved as paid time off
  • ​Salary Range: $500 - $700 USD (Part-time)
  • Important Note: Client will provide comprehensive SOPs and coaching on product knowledge, communication style, and company procedures during onboarding.