Executive Assistant / Founder Ops Coordinator

TLDR: Organize chaos. Build systems. Help a high-output founder scale intelligently.

We'll start at $1,400-1,900/month, and move to $2,000-2,500 for those who demonstrate founder-fit, project management / SOP skills, excellent English, financial experience (management or analysis/advisory roles), and real proactive-judgement when it comes to prioritization around our bottom-line.


The short version:

I’m hiring a highly capable Executive Assistant / Founder Operations Coordinator to help me get organized, protect my time, and turn a fast-moving founder-led business into a far more structured, scalable operation. It's already very structured, but fragmented.

This is not a basic virtual assistant role.

I’m not looking for someone to just manage a calendar and answer emails. I’m looking for someone who can help turn complexity into clarity, distill messy real-world workflows into SOPs, and become a force multiplier inside a business built around systems, automation, research, outbound infrastructure, and high-trust execution.

I move fast. I build quickly. I see patterns early. I can connect dots across markets, tools, people, and opportunities. What I need is someone exceptional at capturing, organizing, documenting, prioritizing, and operationalizing what’s already happening — so the business can scale without everything living in my head.

If you thrive on organizing chaos for a mad scientist / lifelong founder & entrepreneur, keep reading.


About me and what you’re walking into:

I’m a founder/operator building systems around:

* compliance-first growth infrastructure
* research and relationship-driven business development
* AI and automation (since 2012)
* outbound and CRM workflows
* process design and operational leverage

I’m very good at building things, spotting opportunities, architecting systems, and moving with speed.

I am much less interested in:

* repetitive admin
* maintaining pristine structure for its own sake
* manually keeping track of every moving part once the machine gets complex
* slowing down to document everything as I go

That creates an obvious gap:
there is often more capability in the business than organization around it.

The right person will help close that gap.

You will not be stepping into a boring, heavily managed corporate role. You will be stepping into a founder-led environment with a lot of moving pieces, a lot of ---------- ntum, and a lot of room to create order, leverage, and calm.


What this role actually is:

This role sits somewhere between:

* executive assistant
* operator
* project coordinator
* SOP/documentation lead
* founder-side integrator

At first, your job is simple to describe:

Help me buy back time by building structure around my work.

That means helping me:

* capture and prioritize tasks
* manage calendar and communications
* track commitments and follow-ups
* organize projects and initiatives
* convert recurring work into SOPs, checklists, templates, and workflows
* identify what should be delegated, automated, archived, or eliminated
* create cleaner operating systems for me and future support staff
* reduce friction, dropped balls, and decision fatigue

Over time, this may evolve into helping recruit, onboard, and coordinate additional VAs or operators using the systems we build together.


What success looks like:

Success in this role looks like:

* key tasks, deadlines, and follow-ups stop living in scattered notes, chats, and memory
* recurring work gets documented clearly enough for others to execute
* my calendar, inbox, and priorities become materially cleaner and easier to manage
* ideas get turned into organized projects with next actions
* the business develops a real internal operating rhythm
* more of my time is spent on high-value thinking, relationships, strategy, and revenue
* more of the company becomes scalable because execution is increasingly systemized

You are not here just to “help out.”

You are here to help build the operational backbone.


What you’ll be doing

Phase 1: Capture, audit, and organize

In the first phase, you’ll help me get a full picture of what exists and what matters.

This may include:

* auditing active tools, projects, subscriptions, and workflows
* organizing tasks, initiatives, and priorities into a real system
* helping clean up and structure Asana or whatever project management stack we finalize
* capturing founder context from voice notes, Looms, chats, emails, and ad hoc conversations
* identifying where time is being lost, where things get dropped, and where chaos is costing leverage

Phase 2: Distill and document

Once the moving pieces are clear, you’ll help convert them into usable systems.

This may include:

* building SOPs for recurring workflows
* creating checklists, templates, dashboards, and trackers
* documenting repeatable handoffs
* creating playbooks for future VAs or specialists
* helping define what should stay with me versus what should be delegated

Phase 3: Support scale

As structure improves, you may help support the next layer of growth.

This may include:

* helping recruit and screen future assistants or operators
* onboarding people into documented workflows
* managing follow-up and accountability across moving parts
* spotting opportunities for better automation, simplification, and process design
* helping create a calmer, more scalable operating cadence overall

Ongoing responsibilities

Ongoing work may include:

* inbox triage and draft support
* calendar management and scheduling
* task capture and follow-up tracking
* document and folder organization
* research and coordination tasks
* client, partner, or vendor follow-up support
* light project management
* turning messy inputs into clean outputs


Who this is for:

You’re likely a strong fit if:

* you genuinely enjoy organizing complexity
* you are calm, methodical, and highly proactive
* you can take incomplete, messy information and turn it into clear action
* you think in systems, not just tasks
* you naturally notice gaps, loose ends, and bottlenecks
* you communicate clearly in written and spoken English
* you are comfortable with a fast-moving founder who may jump between ideas quickly
* you like building SOPs, playbooks, checklists, and internal structure
* you are comfortable learning tools quickly
* you are interested in AI, automation, and better ways of working
* you can say, “Here’s what I captured, here’s what I organized, here’s what still needs a decision, and here’s my recommendation.”

Extra strong fit if you have experience with:

* executive assistant support
* founder support
* operations coordination
* SOP creation
* Asana, ClickUp, Notion, Airtable, Trello, or similar
* Google Workspace
* AI tools like ChatGPT
* supporting small but ambitious businesses


Who this is not for:

This role is probably not a fit if:

* you need extremely detailed instructions before you can begin
* you wait to be told every next step
* ambiguity makes you freeze
* you dislike fast-moving environments
* you see admin as “just completing tasks” rather than building systems
* you struggle with follow-through
* you are easily overwhelmed by changing priorities
* you are not comfortable with high standards

This role will energize the person who reads this and thinks:

“Finally. A role where I get to turn a brilliant mess into a machine.”


How I think about this role:

I strongly believe:

* almost any repeatable workflow can be documented
* almost anything documented can be delegated
* almost anything delegated can be improved
* and much of what is improved can eventually be automated

I also believe that real leverage comes from a combination of:

* good judgment
* strong systems
* clean communication
* and consistent follow-through

So I am not hiring “just an assistant.”

I am hiring someone who can help me create more leverage, more order, and more capacity.


Compensation, hours, and fit:

* Part-time or full-time, depending on fit
* Strong preference for full-time and long-term
* Compensation depends on experience and capability
* Please include your expected hourly rate
* You must have at least 4-hours per day of overlap with GMT+7 timezone

I care far more about:

* judgment
* communication
* organization
* ownership
* and long-term fit

than I do about finding the cheapest person.


How to apply

Please do not send a generic application.

I want to see how you think, how you communicate, and whether this role actually fits you.

Please send the following:


1) A short written intro

Include:

* your name
* where you’re based
* your relevant experience
* the kinds of founders or teams you’ve supported
* the tools you know well
* your expected hourly rate
* your weekly availability


2) A 2–3 minute audio or video recording

Please answer:

Why are you the right person to help a fast-moving founder organize chaos, build systems, and create a more scalable operation?

Also include:

* how you personally stay organized
* how you handle incomplete information
* how you turn messy recurring work into documented process
* what makes you different from a typical VA


3) A short written response to this scenario

A founder sends you:

* 17 scattered voice notes
* 43 WhatsApp messages
* 6 partially formed ideas
* 3 urgent follow-ups
* and says, “I need this organized.”

What do you do first? Walk me through your process.


4) One work sample

Please include one sample of something you created, such as:

* an SOP
* a checklist
* a dashboard
* a process document
* an operations tracker
* or a project-management system you helped build


5) Exact subject line

Use this exact subject line:

"Chaos to Clarity – [Your Name]"

Also include this exact phrase in the first line of your application:

"Systems create freedom."

Applications that miss either instruction will be ignored.


Final note:

I’m not looking for someone who can merely follow instructions.

I’m looking for someone who can capture them, improve them, document them, and eventually help others execute them well.

If this post makes you feel energized — not intimidated — there’s a good chance you’re the kind of person I want to hear from.

Let’s build real order around real capability.