Executive Assistant to the Founder / Operations Coordinator (Remote - PST time)

Brand Maven is a regulatory consulting firm helping companies register fertilizers, pesticides, and organic products across the United States and internationally. Our clients rely on us to manage complex regulatory portfolios and ensure compliance across dozens of jurisdictions. We are looking for a highly organized Executive Assistant to work directly with the founder. Your mission is simple: remove operational friction so the founder can focus on high-value work. This role is ideal for someone who enjoys organizing systems, coordinating people, and making sure nothing falls through the cracks. Core Responsibilities Founder Inbox Management Monitor the founder’s inbox and triage incoming emails. Responsibilities include:

• sorting and prioritizing emails
• drafting responses for approval
• responding to routine requests
• flagging messages requiring decisions
• archiving or redirecting irrelevant messages

The goal is to reduce the number of emails the founder must personally handle. Calendar and Meeting Coordination Own the founder’s calendar. Responsibilities include:

• scheduling and confirming meetings
• coordinating calls with clients and partners
• ensuring proper meeting preparation
• preventing calendar conflicts
• sending reminders and follow-up notes

Task and Follow-Up Management Serve as the founder’s task manager. Responsibilities include:

• maintaining a centralized task list
• tracking deadlines and deliverables
• sending reminders and follow-ups
• ensuring commitments are completed
• coordinating tasks across the team

Sales Pipeline Administration Manage the operational side of the lead funnel. Responsibilities include:

• logging incoming leads
• scheduling discovery calls
• preparing proposal drafts from templates
• sending proposals and tracking responses
• following up with prospects
• maintaining pipeline records

Document Organization Act as the company’s document librarian. Responsibilities include:

• organizing shared drives and file structures
• enforcing naming conventions
• ensuring documents are easily retrievable
• maintaining consistent document storage practices
• migrating and cleaning legacy files

Internal Coordination Support operational coordination across the team. Responsibilities include:

• preparing meeting agendas
• documenting action items
• tracking project follow-ups
• assisting with internal documentation
• coordinating communication between team members

Personal Life Administration Assist the founder with personal logistics when needed. Examples include:

• travel planning
• appointment scheduling
• reservation booking
• gift purchasing
• personal calendar coordination

Operational Support Provide general administrative and operational support. Examples include:

• spreadsheet preparation
• light bookkeeping coordination
• HR documentation organization
• vendor coordination
• research and information gathering

Skills and Experience Strong candidates typically demonstrate:

• exceptional organization skills
• proactive communication
• strong written English
• high attention to detail
• comfort managing multiple systems
• ability to operate independently

Experience supporting founders or executives is highly preferred. Tools Used in This Role Candidates should be comfortable working with:

• Microsoft Outlook
• Microsoft Teams
• spreadsheets
• project management tools
• document management systems
• QuickBooks (basic familiarity helpful)

Training will be provided for internal systems. Success in This Role Within the first 90 days, a successful Executive Assistant will:

• manage the founder’s inbox and calendar
• coordinate meetings without direct involvement
• maintain a reliable task management system
• prepare proposal drafts efficiently
• organize shared documents
• ensure follow-ups never fall through the cracks

HOW TO APPLY To ensure we review applications from candidates who are detail-oriented and follow instructions carefully, please follow the steps below exactly. Applications that do not follow these instructions will not be considered. Step 1 Start your application with the phrase: “Regulatory Rules!” This helps us confirm you read the full job description. Step 2 Please answer the following questions in your application.

• What system do you use to organize and prioritize an executive’s inbox?

Please describe the process you would use, including folders, rules, labels, or other methods you rely on.

• Tell us about a system you created that helped keep a team or executive organized.
• What tools have you used to track tasks, deadlines, and follow-ups?

Step 3 Please record a 2–3 minute Loom video introducing yourself. In the video, briefly explain:

• your experience supporting executives or founders
• in your view, what is the purpose of an Executive Assistant
• why you are interested in this role

Include the Loom link in your application. Job Type: Full-time Work Location: Remote Apply tot his job Apply To this Job