Executive Operations Assistant

HireHawk connects skilled professionals with high-quality remote career opportunities for growing companies. We work with globally distributed talent and match candidates with roles where ownership, communication, and reliability genuinely matter. This opportunity is with a scaling startup team that needs a trusted executive partner who can bring structure, discretion, and momentum to daily operations.

This is not a traditional calendar-only Executive Assistant role. You will become a trusted right-hand partner to the Founder & CEO, helping protect their time, improve follow-through, and keep key company operations running smoothly. The role blends executive support, operations coordination, people administration, light recruiting support, finance administration, inventory forecasting, and cross-functional project management. It is a strong fit for someone who enjoys variety, takes ownership without waiting to be asked, and can bring calm, clarity, and structure to a busy startup environment.

Responsibilities:

• Own the Founder & CEO’s calendar with careful prioritization, conflict prevention, daily calendar sweeps, and clear follow-up blocks for important action items
• Monitor and organize executive inboxes multiple times daily, including sorting, labeling, surfacing urgent items, and coordinating thoughtful responses to scheduling requests
• Coordinate internal and external meetings across stakeholders, ensuring details are accurate, agendas are clear, and follow-through does not fall through the cracks
• Manage domestic business travel logistics for speaking engagements and company needs, including schedules, materials, delivery coordination, and visibility for the broader team
• Vet incoming speaking opportunities and help leadership evaluate which events are worth time, travel, and operational investment
• Support people operations by helping with onboarding, Gusto-related requests, PTO tracking, contractor administration, and compliance-related coordination
• Review candidate resumes against leadership-provided hiring criteria and help keep recruiting workflows organized and moving
• Complete monthly budget reconciliations, enter actuals by deadline, and review QuickBooks transaction categorizations for accuracy
• Assist with invoice and Bill.com approval workflows, insurance renewals, audits, and documentation gathering for accounting and administrative partners
• Complete weekly inventory forecasting and update company-wide reporting documents with relevant travel, PTO, scheduling, and operational information

Requirements

Must-Have:

• 5+ years of experience as an Executive Assistant, Operations Coordinator, Administrative Operations Specialist, or similar role
• Experience supporting a founder, CEO, or senior executive in a startup, high-growth, or highly fluid business environment
• Strong executive calendar management, complex scheduling, inbox organization, and communication coordination experience
• Excellent written and verbal English communication skills, with the judgment to represent leadership professionally
• High attention to detail, strong follow-through, and the ability to manage multiple priorities without constant oversight
• Experience handling confidential executive, people, financial, or business information with discretion

Nice to Have:

• Experience with Gusto, Google Workspace, QuickBooks, Bill.com, Slack, and modern calendar management tools
• Exposure to HR administration, onboarding, recruiting coordination, or resume screening
• Experience supporting executive travel, speaking engagements, events, or marketing collateral logistics
• Familiarity with budget tracking, reconciliations, invoice workflows, or financial administration
• Previous experience in a venture-backed startup, wellness, consumer products, healthcare, or women’s health company