Executive Assistant to CEO (with Operations focus)

About the job
We’re looking for a smart, reliable Executive Assistant to the CEO (with Operations focus) to work directly with the founder of Dobs AI — an AI startup in Silicon Valley helping enterprise CFOs and procurement teams unlock savings in their supplier contracts.

This is a hands-on role combining classic executive support with operational work: CRM management, outreach, light finance/expense support, research, travel and logistics, and day-to-day coordination. You’ll help keep the CEO’s work and personal life organized so the company can move faster.

The role is remote full-time, but you must be able to work at least until 12pm PST every working day.

Monthly compensation starts at $2,000 with potential to grow up to $2,500 based on performance and increased responsibility.

Key Responsibilities – Business
- Maintain and update the CRM (contacts, deals, notes, follow-ups) and support outbound outreach (emails, LinkedIn, simple sequences).
- Track and categorize expenses; help with basic accounting tasks and keeping records organized.
- Conduct online research on companies, markets, tools, and vendors; summarize findings clearly.
- Book and coordinate travel (flights, hotels, transfers), meetings, and events for the CEO.
- Prepare and review agreements and documents for signing; coordinate signatures and proper filing.
- Work with spreadsheets (Google Sheets/Excel) to organize data and run basic analyses (filters, pivot tables, charts, simple formulas).
- Prepare simple reports and dashboards (e.g., outreach performance, spend analysis, task status).
- Coordinate with other team members, freelancers, and partners to ensure tasks are executed on time.

Key Responsibilities – Personal
- Handle personal bookings (restaurants, appointments, deliveries, etc.) for the CEO.
- Do research for personal matters (schools, services, gifts, housing, logistics).
- Communicate with personal service providers (landlords, contractors, doctors’ offices, etc.).
- Help organize the CEO’s calendar across business and personal events.
- Manage inbox prioritization and reminders for important dates and commitments.

Skills & Qualifications
- 2–3+ years of experience as an Executive Assistant, Operations Manager, Admin/Office Manager, or similar role.
- Strong experience with Google Workspace (Docs, Sheets, Calendar, Gmail) or Microsoft Office equivalents.
- Confident working with spreadsheets: sorting/filtering data, using formulas (SUM, VLOOKUP, INDEX/MATCH, IF), building simple pivot tables and charts.
- Experience with CRM systems (HubSpot, Salesforce, Pipedrive, or similar).
- Excellent written and spoken English and Russian; able to draft clear emails and messages.
- Strong organizational skills, attention to detail, and ability to manage multiple tasks at once.
- Comfortable working with both business and personal tasks.
- Able to work remotely full-time and be consistently available until at least 12pm PST.

Benefits
- Work directly with the CEO of an innovative AI startup in Silicon Valley.
- A front-row seat to how a modern B2B AI startup is built and scaled.
- Real ownership: you’ll be trusted with critical business and personal tasks.
- Opportunity to grow into a Head of Operations / Chief of Staff–type role over time.
- Remote work with flexible hours, as long as you overlap until 12pm PST.
- Stable monthly compensation of $2,000 with potential to grow up to $2,500 based on performance.