Strong Differentiators (not required, but a plus)

• Prior experience supporting an executive or leadership team, especially exposure to how executive meeting agendas are structured — useful as the Founder restructures her own this quarter.
• Comfortable giving and receiving direct feedback — willing to flag it if asked to take on too much, or if something was quietly handled solo after being delegated, rather than just executing silently.

Nice to Haves

• Comfortable navigating dense procurement documents (e.g., project-managing a 100+ page RFP — extracting pricing instructions, page counts, and formatting rules scattered across the document and its amendments).
• Openness to eventually taking on full email/inbox triage once a high-trust working relationship is established (not expected at launch).
• Basic comfort with technical writing (e.g., drafting a short passage on a technical topic like an API) — a bonus, not an expectation.

Key Responsibilities

• Inbox & Communications Management: Maintain Inbox Zero across email and calls/texts. Triage and respond on behalf of the Founder where appropriate, flag priorities, and keep communications moving without letting things fall through the cracks.
• Calendar Management & Time Protection: Own and optimize the Founder's calendar, protecting focus time, coordinating meeting scheduling, and confirming, preparing, and taking notes for meetings. Once a meeting is confirmed, it's treated as a firm commitment — no missed RSVPs.
• Business Development Admin & CRM Upkeep: Maintain and update the CRM and BD pipeline, support prospecting of potential clients, and track business development activity end to end.
• Proposal & Bid Coordination: Coordinate the preparation of proposals and bids (including government bids covering technical and policy topics), managing timelines, formatting, and inputs from relevant contributors — including proactively surfacing deadlines that are buried in the source documents rather than clearly stated.
• Travel & Event Coordination With Judgment: Plan and manage business travel logistics, including flights, accommodations, and detailed itineraries. Pre-screen the high volume of event/conference invites that come in, flag genuine conflicts (e.g., "you've got three events in two weeks — we think this one, want me to book it?"), and apply the Founder's known personal preferences without needing to ask each time.
• Expense Reporting & Reconciliation: Handle recurring expense reporting and reconciliation processes, keeping records accurate and organized.
• Conference Research & Coordination: Research relevant industry conferences and coordinate attendance logistics.
• Internal Communications & Team Coordination: Serve as a communication link between the Founder and the internal team, keeping updates clear and timely across channels.
• Personal & Life Admin Support: Manage doctor appointment scheduling and other personal logistics as needed.
• Reporting: Compile a company scorecard and provide structured, proactive updates on priorities, progress, and deadlines — without being asked.
• Social Media: Support publishing of social media content as needed.
• Event Planning (future scope): Support event planning and coordination as this responsibility area develops.

Benefits

• International experience
• Opportunity to work remotely from anywhere
• Supportive and collaborative team environment
• Learning and development opportunities
• Potential Performance Bonuses
• PTO
• HMO after 3 months

Originally posted on Himalayas