Executive Assistant (Chief of Staff)

Hire Overseas · Mexico City · Remote

Posted 8/12/2026 · last confirmed live 8/25/2026

We're looking for an Executive Assistant to support the founder of a fast-moving AI company as a trusted operational partner. You will own email triage, LinkedIn replies, customer inbound follow-ups, and outbound outreach, keeping the founder organized, informed, and focused on the work that matters most. Over time you will build enough context to operate with increasing autonomy as a true chief of staff rather than a task executor. This is a primarily async role. Most of the work happens over email, LinkedIn, and written communication rather than live calls. You do not need a technical background and you will not be building any tools or applications. What you do need is exceptional written English, strong organizational instincts, the ability to manage a high volume of inbound and outbound communication with professionalism and judgment, and a genuine desire to grow into a strategic partner rather than stay in a purely administrative lane. If that describes you, this role is a strong fit. Why You'll Want to Join You will be paid in USD (bi-monthly: every 15th and 30th) Paid Time Off in accordance with company policy Observance of Holidays per company guidelines 100% remote setup so you can work wherever you're most productive This role requires availability during US business hours Work directly alongside the founder of an AI company operating in biopharma, legal, energy, and healthcare Clear growth path from EA into a chief of staff role as you build context and demonstrate ownership What You'll Work On Email and Communication Management Triage the founder's inbox daily, flagging priority items, drafting responses, and keeping the inbox clean Draft and send professional replies on behalf of the founder across email and LinkedIn Handle customer inbound follow-ups promptly and with the right level of context and tone Ensure no message, thread, or follow-up falls through the cracks Outreach and LinkedIn Manage outbound outreach on LinkedIn on behalf of the founder Reply to LinkedIn messages and connection requests in a timely and professional manner Support relationship-building and networking initiatives as directed Scheduling and Logistics Manage the founder's calendar and coordinate meetings, calls, and commitments Book flights, accommodation, and travel logistics as needed Handle ad hoc personal and business administrative tasks with discretion Chief of Staff Support Build context over time through close collaboration with the founder to operate with increasing independence Anticipate needs, surface relevant information proactively, and flag issues before they become problems Support special projects and operational initiatives as the role evolves What You Bring Proven experience as an Executive Assistant, Chief of Staff, or similar high-trust support role Exceptional written English communication skills — this is the most critical requirement for a primarily async, writing-heavy role Strong organizational instincts with the ability to manage a high volume of inbound and outbound communication simultaneously Professional judgment about tone, prioritization, and when to act versus when to escalate Self-directed and reliable with strong follow-through on every thread and commitment Comfortable working in a fast-moving startup environment where context evolves quickly Genuine ambition to grow beyond EA into a strategic chief of staff role over time Nice to Have Experience supporting a founder or CEO in an early-stage or high-growth technology company Background managing LinkedIn outreach or professional networking on behalf of a principal Familiarity with AI, biopharma, legal, or enterprise software industries Experience building context and operating with increasing autonomy in a high-trust support role How to Apply Please include: Your updated resume A short Loom video (1 to 2 minutes) introducing yourself, describing your experience supporting a founder or senior executive, and walking through how you manage a high volume of inbound communication and prioritize what needs the principal's attention versus what you handle independently Only candidates who submit a Loom video will be moved to the next step of the hiring process. If you are an exceptional written communicator who takes ownership instinctively, operates well in an async environment, and wants to grow into a strategic partner role alongside a founder building something real in AI, this role gives you the access and the path to do your best work. Application Process Overview Our comprehensive selection process ensures we find the right fit for both you and our clients: Initial Application - Submit your application and complete our prequalifying questions Video Introduction - Record an video introduction to showcase your communication skills and work experience Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable) Recruitment Interview - Initial screening with our talent team Executive Interview - Meet with senior leadership to discuss role alignment Client Interview - Final interview with the client team you'd be supporting Background & Reference Check - Professional reference verification Job Offer - Successful candidates receive a formal offer to join the team Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations. We'll keep you informed throughout the process and provide feedback at each step.

This role is published by Hire Overseas on workable. SwiftFit is not the employer and does not accept applications.