Executive Assistant to Founders

Executive Assistant to our FoundersAbout UsTalentPop is a fast-scaling, multi-8-figure, global E-Commerce enablement company supporting hundreds of high-growth brands with world-class talent and operational infrastructure. With a team of 2,500+ globally, we are building the future of work in the E-Commerce ecosystem.We move fast. We think long-term. We operate at a high standard.We are looking for an Orange County, CA-based Executive Assistant to serve as a true strategic partner to the two founders, someone who can create clarity in complexity, protect executive time aggressively, and operate with ownership and discretion.Role OverviewAs an Executive Assistant, you will serve as a strategic partner to founders, operators, and executives, ensuring their time, attention, and energy are allocated effectively. This role goes beyond task execution.You WillOwn calendar and inbox operationsDrive meeting preparation and follow-throughCoordinate travel and logisticsSupport event planning effortsManage financial coordination and billing tasksHandle administrative systems and platform accessAct as a trusted liaison across teamsYou will collaborate closely with internal TalentPop Customer Success Managers and Team Leaders while working directly with clients as an extension of their brain and business.Your ability to anticipate needs, think proactively, communicate clearly, and operate with discretion will define your success.You are expected to leverage AI as a core part of how you operate. This includes using AI tools to streamline workflows, improve communication, enhance decision-making, and proactively support executive priorities. This role requires someone who actively integrates AI into their day-to-day work to drive efficiency, scale output, and extend executive capacity.Key Responsibilities Executive Time & Calendar ManagementManage complex calendars across multiple time zonesAlign scheduling with strategic priorities and Ideal Weekly Schedule frameworksAdjust pre-set meetings to optimize executive focusCoordinate multi-party meetings with internal teams, clients, and vendorsTrack and communicate Out of Office (OOO) statuses for team visibility Inbox & Communication ManagementManage and triage executive inbox dailyDraft and send professional communications on behalf of executiveReview Slack channels and filter unnecessary communicationScreen and manage incoming calls with professionalism and discretionEnsure follow-ups are tracked and closed Meeting Preparation & ExecutionPrepare advanced agendas for leadership and team meetingsCompile Morning Update Notes and key summariesTake detailed notes during meetingsTrack action items and to-do listsFollow up with stakeholders on project status and report back summaries Travel & Logistics CoordinationBook flights, accommodations, and ground transportationCoordinate full travel itineraries for executivesEnsure all logistics are confirmed and documentedAnticipate potential travel disruptions and proactively solve Event Planning & Team CoordinationSupport planning and logistics for internal events and offsitesCoordinate catering, lunches, and team arrangementsAssist with executive-level event preparation and materialsHelp manage vendor coordination and on-site logistics Financial & Billing SupportProcess credit card payments for one-off expensesAssist with client billing sheet preparation (bi-monthly)Follow up on outstanding client payments when requiredComplete accounting-related administrative tasksSend W-9 requests to clients as needed Administrative Systems & Platform ManagementSet up and manage 2FA security across platformsUtilize password management tools (e.g., 1Password)Create email accounts and login access for team membersShare and manage access across platformsComplete documentation and investment-related forms for final executive signature Research & Special ProjectsConduct research for vendors, tools, partnerships, or initiativesAssist with product launch coordination and executionCreate polished documents, briefs, and slide decksOwn special projects from start to finish Strategic Partnership & Proactive SupportAnticipate roadblocks before they ariseIdentify operational inefficiencies and propose improvementsServe as a trusted liaison between executive and stakeholdersOperate with confidentiality and high emotional intelligenceAct as a thought partner, not just an executor, leveraging systems and AI to extend executive capacity and decision-making AI-Enabled Operations & Workflow OptimizationLeverage AI tools to enhance daily workflows, communication, and task executionUse AI to draft, summarize, and refine emails, documents, and reportsCreate systems to automate repetitive tasks, follow-ups, and tracking processesSupport executives by using AI to prepare briefs, summaries, and decision-support materialsIdentify opportunities to improve efficiency using AI and implement scalable solutionsContinuously explore and adopt new AI tools to improve performance and output qualityOur Ideal ApplicantMinimum 2 years of relevant administrative or executive support experienceClear, confident, and discreet communication skillsStrong organizational and prioritization abilitiesAbility to manage multiple priorities under pressureHigh attention-to-detailFluent professional English (written and verbal)Tech-savvy and quick to learn new systemsExperience with Google Workspace, Slack, calendar systems, and billing tools preferredAvailable full-time (40 hours/week) aligned with U.S. business hoursFully dedicated with no conflicting commitmentsCompensationSalary Range: $75,000 - $85,000ScheduleMonday - Friday, 9:00 AM to 6:00 PM PSTHybrid: In office up to two days a week depending on mileageOffice Address: 1954 Placentia Ave, Costa Mesa, CA 92627Our Tech StackGoogle SuiteHubSpotCanvaNotionClay TableClaudi.AIChatGPTGustoTypeFormFathomWebflowMiro1Passwordetc.BenefitsUnlimited PTO after 90 days of employmentCompany MacBook & $300 home office stipendComprehensive PPO Health Insurance + 100% company-covered Dental & Vision401(k) matchTeam events & international offsitesSummer Fridays - Enjoy shortened workdays (5-hour days) on designated Fridays during the summer months to support work-life balance and flexibilityCorporate Wellness Program - Choose between:24 Hour FitnessClassPass monthly credits, plus wellness workshops and mental health resourcesWhy Join Us?Work alongside fast-growing E-Commerce brandsBe a strategic partner to ambitious leadersCollaborative, high-performance environmentClear growth path within TalentPopOpportunity to operate at a high level and make real impact#TalentPopHow To Applyhttps://form.typeform.com/to/cFXRFljb