EXECUTIVE ASSISTANT TO FOUNDER (PART-TIME, GROWTH PATH)

Location: Hybrid, Pacific Time friendly
Hours: 10–20 hrs/week to start; role can expand with funding
Tools: ClickUp, Google Workspace, QuickBooks

WHY THIS ROLE EXISTS

Across three startups and several software/technology contracts, things move fast. Personally, we want to run life the same way we run projects—lean, measured, efficient—but some tasks have been slipping through the cracks. Your mission: build calm, reliable systems so work and life run in an orderly, efficient manner—and then help finish the work those systems surface.

ROLE (EA FIRST)

You’ll be my Executive Assistant—owning calendars, email triage, and putting my personal business in clean order (and keeping it there). You will also execute many of the tasks you organize: booking, purchasing, scheduling, follow-ups, light coordination, and tidy documentation. You’ll also keep compliance calendars and paperwork in order (CRA/BC filings, receipts, contracts, renewals). You’ll be supporting 3 early stage startups and assisting in coordinating activities for multiple technology projects, wrangling all the pieces so nothing falls through the cracks. As the startups grow, this role can evolve into Ops Coordinator → Operations Manager / Chief of Staff.

WHAT YOU’LL DO — PERSONAL EA (PRIMARY)

• Build a single ClickUp “Personal Command Center” (lists, views, automations).
• Calendar: schedule/reschedule, protect maker blocks, prep agendas.
• Inbox triage and follow-ups; draft/reply on my behalf when appropriate.
• Appointments, renewals, travel, purchases, receipts/expense prep, light filing.
• Keep personal tasks current, prioritized, and closed each week.
• Maintain a compliance tickler for CRA/BC Registry Services deadlines (GST/HST, payroll remittances, T2/T1, T4/T5, Annual Reports); keep dates visible in ClickUp and prep simple checklists.
• Keep paperwork in order: scan/file receipts, statements, and contracts to Drive with clear naming conventions; gather signatures and track versions.
• Basic business and personal bookkeeping prep: collect & categorize receipts, reconcile statements, tag by project, and hand off tidy monthly packets to the bookkeeper.
• Systemize personal + work routines so items stop slipping: weekly personal checklist, renewal ladder, and a simple waiting-on log.
• Coordinate with bookkeeper/accountant: provide requested docs by cutoff dates and resolve open items.
• Track renewals (licenses, domains, insurance, subscriptions) and handle ahead of expiry.