Executive Assistant to Founder & Creative Director - 61604715603

We are a U.S.-based digital product and experience agency that has spent 25 years helping global brands bring innovative products to market faster and more profitably. We work at the intersection of emerging technology and human experience, partnering with Fortune 500 brands and category leaders across consumer products, entertainment, financial services, and retail. Our work spans three practices: web and mobile apps, 3D and extended reality, and digital exhibits.

We're a team of approximately 25 people headquartered in the U.S., with employees across Europe. We've operated with distributed, global teams since 2008 — async work and time-shifted collaboration are second nature here, not a workaround.

This role exists because the agency is at an inflection point. Our Founder and Creative Director runs business development, client relationships, and strategic direction — and is currently the only person doing it. In stretches where smaller projects dominate the pipeline, his business development hours grow exponentially, and his calendar and inbox become the constraint on growth.

We are hiring an Executive Assistant to be his operational right hand. This is a judgment role, not a task role. You will own his calendar and inbox, prepare him for every client and board conversation, and as you build context, take on increasing responsibility for the operations behind business development: CRM hygiene, pre-meeting research, and follow-through across active and warm relationships.

You'll also support a U.S.-based nonprofit focused on workforce development in tech, where the Founder serves on the board.

Calendar and Time Management
Defend the Founder's focus time, batch meetings intelligently, and own scheduling across the agency and the nonprofit board. Coordinate with senior clients, partners, and board members so he walks into every conversation prepared.

Inbox and Communications
Triage a high-volume inbox — roughly 100+ emails a day spanning client relationships, business development, board work, and operations. Work in two modes: drafting responses for the Founder's review, and handling scheduling and routine correspondence independently, communicating transparently on his behalf. Knowing when to act, when to escalate, and when to hold is the core skill.

Meeting Preparation and Follow-Through
Prepare briefing notes before key calls using Granola meeting history and Gmail context to surface relevant background, open items, and relationship history. After meetings, review Granola notes to extract action items, route them to the right people, and track them to completion.

Nonprofit and Board Support
Provide administrative support for the Founder's nonprofit board work, including board scheduling, funder correspondence, event logistics, and deadline tracking.

Business Development Operations (Phase 2)
As you build fluency in the Founder's world, take on HubSpot CRM hygiene, pre-meeting research and briefing preparation, follow-up coordination, and relationship tracking across active and warm accounts. This is not a sales role — it rewards organization, curiosity, and ownership of the details that move opportunities forward.

• 5+ years of experience as an Executive Assistant, Chief of Staff, or Operations partner to a founder, CEO, or senior executive
• Professional written English at a brand-representative level — you will correspond with senior clients, nonprofit funders, and board members on behalf of the Founder
• Strong business judgment — the ability to distinguish high-priority signal from noise and act on it without constant direction
• Hands-on AI fluency, including daily use of Claude, ChatGPT, Gemini, or Copilot in real workflows
• Exceptional personal time management — you manage your own time with the rigor you'll bring to someone else's
• Google Workspace proficiency

• Experience supporting a founder in an agency, consultancy, or professional services environment
• HubSpot or comparable CRM experience
• Familiarity with Granola or similar AI meeting tools
• Slack proficiency
• Experience supporting nonprofit or board-level work

You are highly organized and disciplined with your own time before someone else's. You're comfortable operating with minimal oversight in a founder-led environment, and you're a clear, professional writer who can represent a 25-year agency brand to senior stakeholders. You're genuinely AI-fluent — not just curious about the tools, but actively building workflows around them. You're proactive enough to spot what's about to fall through the cracks before anyone asks, and confident enough to escalate, decline on someone else's behalf, and make judgment calls without a script.