Executive Assistant to CEO (with Operations focus)

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.

Excellent written and spoken English and Russian requared

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.

• 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.