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ExecutiveAssistant

High trust. High standards. Real responsibility.

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Job Overview

You'll protect my time, organize my world, manage inbox + calendar, close loops, and turn ideas into execution. This is an execution-first operations role—high trust, high standards, and real responsibility.

If you love building alongside a founder and making chaos feel effortless—this is for you.

Role Snapshot

Everything you need to know at a glance

Pay
Competitive Pay
Hours
20 hrs/week
Part-time role
Location
Miami, FL
Hybrid: ~50–66% in-office, ~33% remote (flexible when needed)
Start
ASAP
Building momentum now

Full-time benefits included (medical + 401k match + PTO)

Benefits details confirmed in the offer.

Growth path available up to 40 hrs/week.

Remote work is not available outside the country (VPN restrictions).

Daily Rhythm

7:30 AM: Collect data + send the daily team report

Midday: 2–3 hours focused execution (projects + organization)

End of day: Wrap + reporting

Core Responsibilities

You'll own these areas end-to-end. No loose ends. No surprises.

Inbox Management

Own the inbox

  • Sort and prioritize emails by urgency/importance daily
  • Respond to routine emails on my behalf (within approved categories/templates)
  • Schedule meetings directly from email threads when appropriate
  • Flag items needing my decision with a 1-line recommendation
  • Follow up on action items—no loose ends
  • Keep inbox clean, archived, and searchable

Calendar Management & Daily Operations

Own the calendar + daily ops cadence

  • Schedule and manage all appointments (work + personal as authorized)
  • Resolve conflicts same-day and protect focus blocks
  • Send daily calendar recap text (night before or early morning)
  • Produce the Daily Core Ops Report each morning (data collection + report generation)

Travel & Itineraries

Own the trip end-to-end

  • Research and recommend itinerary options with pros/cons
  • Book accommodations, transport, and activities for business trips
  • Use frequent flyer + hotel rewards programs when possible
  • Provide a detailed itinerary with confirmations and contacts
  • Confirm reservations 24–72 hours before travel
  • Plan 'Day 1 logistics' (what happens immediately after landing)

Executive Support

Protect focus, eliminate friction

  • No loose ends: everything is Done, Waiting, or Needs Decision
  • No surprises: warn early, don't apologize late
  • Keep me out of admin loops unless it truly requires my decision
  • Suggest process improvements and efficiencies
  • Anticipate needs before they become urgent
  • Follow up proactively—never let anything slip

Success Standards

These are non-negotiable for this role

You close loops relentlessly—nothing gets dropped.

You communicate proactively—early warning beats late apologies.

You protect focus—Jay stays in build mode.

You execute precisely—details are correct the first time.

You improve systems—make the process better, not just the output.

You operate with discretion—confidentiality is mandatory.

Benefits

We take care of the people who take care of the mission

Paid Time Off

Two weeks PTO annually. You're fully off when outside the country (VPN restrictions). For U.S. travel, we plan coverage in advance.

401(k) Match

4% company match on retirement contributions. Invest in your future while building with us.

Medical Benefits

Comprehensive health coverage provided even at part-time hours. Your wellbeing matters.

Growth Opportunity

Start at 20 hrs/week with a clear path to scale as we grow.

Travel Opportunities

Join for business trips and key events. See new places while building the mission.

Ready to Join?

This is your opportunity to build alongside an entrepreneur at full throttle and grow into a strategic operator role.