Executive Assistant to Founders

Executive Assistant to our Founders

About Us

TalentPop is a fast-scaling, multi-8-figure, global E-Commerce enablement company supporting hundreds of high-growth brands with world-class talent and operational infrastructure. With a team of 2,500 globally, we are building the future of work in the E-Commerce ecosystem.

We move fast. We think long-term. We operate at a high standard.

We are looking for an Orange County, CA-based Executive Assistant to serve as a true strategic partner to the two founders, someone who can create clarity in complexity, protect executive time aggressively, and operate with ownership and discretion.

Role Overview

As an Executive Assistant, you will serve as a strategic partner to founders, operators, and executives, ensuring their time, attention, and energy are allocated effectively. This role goes beyond task execution.

You Will

• Own calendar and inbox operations
• Drive meeting preparation and follow-through
• Coordinate travel and logistics
• Support event planning efforts
• Manage financial coordination and billing tasks
• Handle administrative systems and platform access
• Act as a trusted liaison across teams
  
  

You will collaborate closely with internal TalentPop Customer Success Managers and Team Leaders while working directly with clients as an extension of their brain and business.

Your ability to anticipate needs, think proactively, communicate clearly, and operate with discretion will define your success.

You are expected to leverage AI as a core part of how you operate. This includes using AI tools to streamline workflows, improve communication, enhance decision-making, and proactively support executive priorities. This role requires someone who actively integrates AI into their day-to-day work to drive efficiency, scale output, and extend executive capacity.

Key Responsibilities

• Executive Time & Calendar Management
• Manage complex calendars across multiple time zones
• Align scheduling with strategic priorities and Ideal Weekly Schedule frameworks
• Adjust pre-set meetings to optimize executive focus
• Coordinate multi-party meetings with internal teams, clients, and vendors
• Track and communicate Out of Office (OOO) statuses for team visibility
• Inbox & Communication Management
• Manage and triage executive inbox daily
• Draft and send professional communications on behalf of executive
• Review Slack channels and filter unnecessary communication
• Screen and manage incoming calls with professionalism and discretion
• Ensure follow-ups are tracked and closed
• Meeting Preparation & Execution
• Prepare advanced agendas for leadership and team meetings
• Compile Morning Update Notes and key summaries
• Take detailed notes during meetings
• Track action items and to-do lists
• Follow up with stakeholders on project status and report back summaries
• Travel & Logistics Coordination
• Book flights, accommodations, and ground transportation
• Coordinate full travel itineraries for executives
• Ensure all logistics are confirmed and documented
• Anticipate potential travel disruptions and proactively solve
• Event Planning & Team Coordination
• Support planning and logistics for internal events and offsites
• Coordinate catering, lunches, and team arrangements
• Assist with executive-level event preparation and materials
• Help manage vendor coordination and on-site logistics
• Financial & Billing Support
• Process credit card payments for one-off expenses
• Assist with client billing sheet preparation (bi-monthly)
• Follow up on outstanding client payments when required
• Complete accounting-related administrative tasks
• Send W-9 requests to clients as needed
• Administrative Systems & Platform Management
• Set up and manage 2FA security across platforms
• Utilize password management tools (e.g., 1Password)
• Create email accounts and login access for team members
• Share and manage access across platforms
• Complete documentation and investment-related forms for final executive signature
• Research & Special Projects
• Conduct research for vendors, tools, partnerships, or initiatives
• Assist with product launch coordination and execution
• Create polished documents, briefs, and slide decks
• Own special projects from start to finish
• Strategic Partnership & Proactive Support
• Anticipate roadblocks before they arise
• Identify operational inefficiencies and propose improvements
• Serve as a trusted liaison between executive and stakeholders
• Operate with confidentiality and high emotional intelligence
• Act as a thought partner, not just an executor, leveraging systems and AI to extend executive capacity and decision-making
• AI-Enabled Operations & Workflow Optimization
• Leverage AI tools to enhance daily workflows, communication, and task execution
• Use AI to draft, summarize, and refine emails, documents, and reports
• Create systems to automate repetitive tasks, follow-ups, and tracking processes
• Support executives by using AI to prepare briefs, summaries, and decision-support materials
• Identify opportunities to improve efficiency using AI and implement scalable solutions
• Continuously explore and adopt new AI tools to improve performance and output quality
  
  

Our Ideal Applicant

• Minimum 2 years of relevant administrative or executive support experience
• Clear, confident, and discreet communication skills
• Strong organizational and prioritization abilities
• Ability to manage multiple priorities under pressure
• High attention-to-detail
• Fluent professional English (written and verbal)
• Tech-savvy and quick to learn new systems
• Experience with Google Workspace, Slack, calendar systems, and billing tools preferred
• Available full-time (40 hours/week) aligned with U.S. business hours
• Fully dedicated with no conflicting commitments
  
  

Compensation

• Salary Range: $75,000 - $85,000
  
  

Schedule

• Monday - Friday, 9:00 AM to 6:00 PM PST
• Hybrid: In office up to two days a week depending on mileage
• Office Address: 1954 Placentia Ave, Costa Mesa, CA 92627
  
  

Our Tech Stack

• Google Suite
• HubSpot
• Canva
• Notion
• Clay Table
• Claudi.AI
• ChatGPT
• Gusto
• TypeForm
• Fathom
• Webflow
• Miro
• 1Password
• etc.
  
  

Benefits

• Unlimited PTO after 90 days of employment
• Company MacBook & $300 home office stipend
• Comprehensive PPO Health Insurance 100% company-covered Dental & Vision
• 401(k) match
• Team events & international offsites
• Summer Fridays - Enjoy shortened workdays (5-hour days) on designated Fridays during the summer months to support work-life balance and flexibility
• Corporate Wellness Program - Choose between:
• 24 Hour Fitness
• ClassPass monthly credits, plus wellness workshops and mental health resources
  
  

Why Join Us?

• Work alongside fast-growing E-Commerce brands
• Be a strategic partner to ambitious leaders
• Collaborative, high-performance environment
• Clear growth path within TalentPop
• Opportunity to operate at a high level and make real impact
  
  

#TalentPop

How To Apply

https://form.typeform.com/to/cFXRFljb