Executive Assistant

Job DescriptionWork at the Center of AI, Commerce, and Marketing\n\nAI is redefining how companies make decisions, create, reach customers, measure performance, and operate. While many businesses are experimenting around the edges, Adquadrant is building AI into the core of modern commerce and marketing.\n\nWe combine AI, media, creative, commerce, and advanced measurement to help consumer brands grow profitably. Our teams work directly with Google, Meta, TikTok, Snap, Pinterest, and other leading platforms. Adquadrant is also one of the few U.S. agencies recognized by TikTok as both a Marketing Partner and TikTok Shop Partner.\n\nThis role offers direct exposure to how AI is used across executive decision-making, marketing, commerce, and company operations. For someone determined to remain relevant and build real AI fluency, this is an unusually valuable seat.\n\nThe Opportunity\n\nAdquadrant is seeking an experienced Executive Assistant to directly support our founders.\n\nThis is a senior, high-trust role for someone who creates leverage for demanding executives, protects their attention, anticipates what comes next, and makes sound decisions without step-by-step direction. You will manage complex priorities while owning selected vendor relationships, executive-office systems, special projects, and cross-functional initiatives.\n\nThis is not an entry-level or routine coordination role. You will exercise judgment, resolve problems, close loops, and keep consequential work moving.\n\nCandidates must have at least five years of experience directly supporting a founder or C-suite executive. Ten or more years is strongly preferred.\n\n***Professional fluency in Mandarin Chinese, including the ability to read and write Chinese, is strongly preferred and will receive meaningful preference during selection.***\n\nWhat You Will Own\n\nExecutive Priorities and Decision Support\n\n\nManage complex calendars, meetings, travel, inboxes, and rapidly changing priorities for the founders.\nAssess scheduling and communication requests, resolve conflicts, and make appropriate commitment decisions within delegated authority.\nDetermine which matters can be resolved independently, delegated, or escalated.\nPrepare decision-ready agendas, briefings, summaries, reports, and follow-up communications by synthesizing what leadership needs to know.\nTrack commitments, decisions, deadlines, and open items through completion.\nAnticipate needs, conflicts, and risks before they require executive intervention.\nProvide limited personal scheduling and administrative support requiring discretion and proactive follow-through.\n\n\nSpecial Projects and Cross-Functional Execution\n\n\nExecute special assignments under general direction, determining the approach, stakeholders, resources, sequence, and next steps.\nCoordinate leadership meetings, company events, trainings, offsites, and other initiatives from planning through execution.\nSupport business development and go-to-market activities, including research, meeting preparation, CRM administration, follow-up, and internal coordination.\nWork across departments to resolve dependencies and move executive priorities forward.\nManage selected recruiting workflows and sensitive HR, compliance, legal, financial, and company documentation with accuracy and confidentiality.\n\n\nVendor, Financial, and Systems Administration\n\n\nServe as the primary point of contact and day-to-day decision-maker for assigned vendor relationships.\nEvaluate proposals, negotiate routine pricing and contract terms, and approve purchases within established authority thresholds.\nAssess vendor performance and determine when to resolve, escalate, renegotiate, renew, or recommend transitioning a relationship.\nMonitor assigned budgets, identify variances, and make routine expenditure and procurement decisions within approved parameters.\nMaintain accurate vendor, contract, purchasing, and compliance records.\nEvaluate tools, recommend solutions, and independently manage approved implementations.\nAdminister and troubleshoot selected systems, determining when to resolve issues internally or escalate to a vendor.\n\n\nAI-Enabled Process Improvement\n\n\nUse AI tools to accelerate research, analysis, communication, meeting preparation, documentation, and executive decision support.\nTurn unstructured information into concise summaries, recommendations, action plans, and decision-ready materials.\nAnalyze recurring workflows, identify inefficiencies or risks, and design improved processes.\nAuthor and maintain SOPs, templates, operating procedures, and training materials.\nIdentify workflows that can be improved through AI or automation.\nCritically evaluate AI-generated work rather than accepting outputs without validation.\n\n\nYou do not need to be an AI engineer. You do need to be intellectually curious, highly adaptable, and serious about becoming exceptional at using AI.\n\nHow This Role Operates\n\nThis is a high-autonomy executive support position, not a routine clerical or task-execution role.\n\nIts primary duty consists of office and non-manual work directly related to Adquadrant’s management policies and general business operations, including regular and direct assistance to the company’s founders and special assignments performed under general supervision.\n\nThe Executive Assistant will customarily and regularly exercise discretion and independent judgment regarding matters of significance, compare possible courses of action, make decisions within delegated authority, and determine when executive escalation is appropriate. More than one-half of working time will be devoted to these responsibilities and work directly and closely related to these exempt functions.\n\nPriorities can change quickly. You must be comfortable operating with incomplete information, making thoughtful judgment calls, and maintaining accuracy while multiple consequential matters are moving simultaneously.\n\nWhat Success Looks Lik (within your first six months):\n\n\nThe founders’ inboxes, calendars, priorities, communications, and commitments are managed with consistency and foresight.\nRoutine issues, commitments, and follow-ups are resolved without unnecessary executive involvement or repeated reminders.\nLeadership receives concise, accurate, decision-ready information rather than unfiltered updates.\nVendor and administrative risks are identified and addressed before they become material.\nExecutive-office workflows are documented, increasingly AI-enabled, and measurably more efficient.\nThe executive office operates with greater clarity, responsiveness, and control because you are in the role.\n\n\nRequired Qualifications\n\n\nFive or more years of experience directly supporting a founder, CEO, or other C-suite executive.\nDemonstrated experience operating with delegated authority and making independent decisions.\nExceptional organization, calendar management, communication, prioritization, confidentiality, judgment, and follow-through.\nProven ability to manage competing priorities without constant supervision.\nExperience managing vendors, negotiating routine commercial terms, or coordinating contracts.\nExperience designing processes, authoring SOPs, or improving business workflows.\nAdvanced proficiency with Google Workspace.\nPractical professional experience using AI tools such as ChatGPT or Claude.\nAbility to work effectively in a remote-first environment.\nResidence in Orange County, California, with availability for occasional in-person needs.\n\n\nStrongly Preferred Qualifications\n\n\nProfessional fluency in Mandarin Chinese, including reading and writing proficiency.\nTen or more years of experience supporting founders or C-suite executives.\nExperience supporting multiple senior executives or entrepreneurial founders in a fast-moving business.\nExperience in digital marketing, advertising, e-commerce, technology, AI, or professional services.\nHands-on experience with Asana, Monday.com, HubSpot, Notion, Slack, or comparable systems.\nExperience supporting business development, recruiting, executive events, or high-priority special projects.\nExposure to performance marketing, social commerce, Meta Ads, or TikTok Shop.\n\n\nA college degree is not required. Demonstrated judgment, executive-support experience, communication ability, intellectual curiosity, and operating discipline matter more.\n\nWhy This Role Is Different\n\n\nWork directly with the founders of a profitable, established company.\nGain firsthand exposure to how AI is reshaping commerce, marketing, measurement, and company operations.\nBuild practical AI capabilities valuable across business functions.\nReceive meaningful responsibility and delegated authority rather than task-only administrative work.\nJoin a low-ego culture that rewards accountability, sound judgment, resilience, and intellectual curiosity.\n\n\nCompensation and Benefits\n\n\nSalary range: $71,000–$90,000 per year.\nFinal compensation will reflect relevant experience, expertise, Mandarin proficiency, and business needs.\nMedical, dental, vision, and life insurance.\n401(k) with company match.\nFlexible paid time off and paid company holidays.\n$300 annual home-office stipend.\n$30 monthly internet stipend.\n\n\nEqual Employment Opportunity\n\nAdquadrant is an equal opportunity employer. All qualified applicants will receive consideration without regard to any characteristic protected by applicable law.