Serve as the Founder/CEO's right hand combining executive operations (calendar, inbox, meeting flow) with cross-functional project ownership, stakeholder coordination, communications support, data summaries, and occasional personal admin to protect executive focus and drive company priorities.
About the Client
A fast-growing, physician-founded consumer health startup delivering science-led wellness products through a modern DTC e-commerce model. The company is known for rigorous third-party testing, clinically informed positioning, and a mission to strengthen gut, immune, and whole-body vitality. You’ll operate in a high-velocity, startup environment partnering closely with the Founder/CEO and cross-functional leaders.
Why does this role exist?
This role exists to be the Founder/CEO’s right hand—combining the precision of an Executive Assistant with the operational leadership of a Chief of Staff. You will manage executive operations (calendar, inbox, meeting flow) while also driving cross-functional projects, follow-through, and strategic “firefighting” on the CEO’s behalf. The objective is to free up executive focus, keep the company aligned on priorities, and act as the executive’s extension with internal and external stakeholders.
The Impact you’ll make
Executive Operations (Calendar, Meeting Flow, Inbox)
- Own and optimize the calendar; protect deep work time; resolve conflicts and last‑minute changes
- Triage inbox; flag urgent items; draft responses; manage stakeholder expectations and SLAs
- Ensure on-time meeting starts; anticipate logistics; proactively check executive status and readiness
Strategic Project Management & Cross-Functional Execution
- Own task boards and project trackers; maintain clear priorities and deadlines
- Prepare agendas, docs, and resources for upcoming decisions; ensure follow-ups are completed
- Drive cross-departmental coordination; “firefight” blockers on behalf of the executive
Communications & Content Support
- Draft/polish decks, memos, SOPs, customer letters, and internal updates
- Create concise summary reports and executive briefs from complex inputs
- Maintain a consistently high standard of clarity, tone, and brand alignment
Stakeholder, Vendor & Partner Coordination
- Schedule with partners; prepare materials; support contracts and onboarding
- Maintain relationship maps and key contact cadences for the executive
- Track deliverables and ensure external commitments are met on time
Data, Reporting & Personal Executive Support
- Pull light reports; summarize key data points for quick executive decisions
- Capture live meeting notes; track action items; circulate clear summaries
- Handle occasional personal admin tasks that enable executive focus
Skills, Knowledge and Expertise
Required:
- Demonstrated Chief of Staff experience (or equivalent) in a fast-paced startup or high-growth environment
- Prior Executive Assistant (or equivalent) experience supporting a C-level executive
- Mastery of calendar/inbox management and meeting ops across tools like Google Workspace, Slack, and a PM tool (e.g., Notion/Asana)
- Proven cross-functional project ownership with measurable outcomes
- Ability to work full-time, 40 hours/week, 9:00 a.m.–6:00 p.m. Eastern Time
- WFH Set-Up:
- Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
- Internet speed of at least 40MBPS
- Headset with an extended mic that has noise cancellation and a webcam
- Back-up computer and internet connection
- Quiet, dedicated workspace at home
Your Superpowers:
- Anticipation and prioritization: staying two steps ahead; protecting focus; time‑boxing
- Executive communications: concise writing, stakeholder tone-matching, drafting email/memos/decks
- Project management: task boards, dependencies, deadlines, and follow-through
- Real-time situational awareness: monitoring schedules, nudging participants, resolving conflicts
- Analytical synthesis: distilling data into clear, decision-ready insights
- Relationship management: vendors, partners, and internal stakeholders
- Calm under pressure, high accountability, discretion, and sound judgment
- Bias to action: proactively filling the pipeline with high-impact work without micromanagement
You should apply if…
- You thrive in a fast-paced, high-accountability startup industries
- You love being the force multiplier—acting as an extension of the executive while helping manage the business
- You’re relentlessly proactive, keep multiple balls in the air, and stay two steps ahead
- You take ownership, follow through without being asked, and you’re comfortable with high stress and rapid context switching
- You measure yourself by outcomes—not activity—and you build systems to remove friction
What to expect...
Work Setup:
- Remote position
- Must have a reliable internet connection and a quiet workspace
- Required to provide own computer with Intel Core i5 or something similar or higher operating system
Working Hours:
- 40 hours per week
- 9:00 am - 6:00 pm (Eatern Time)
Compensation:
- $8 per hour
- No benefits package included
Benefits
About
Magic has connected top remote talent with fast-growing businesses for over 10 years.Founded in San Francisco in 2015, we now have thousands of remote workers around the world. Magic is backed by Sequoia Capital and Y Combinator.
Similar Jobs
Artificial Intelligence • Cloud • Computer Vision • Hardware • Internet of Things • Software
Lead and coach a team of ~8 account executives selling full-cycle to SMBs: hire, onboard, train, review pipeline, support deals, create training content, and collaborate cross-functionally to meet quarterly targets.
Top Skills:
Salesforce (Sfdc)
Artificial Intelligence • Healthtech • Machine Learning • Natural Language Processing • Biotech • Pharmaceutical
Lead the CFC CRM product for HCP/HCO-facing colleagues, define roadmap, translate stakeholder needs into prioritized enhancements, write requirements and user stories, partner with engineering, UX, vendors and compliance to deliver scalable global CRM solutions and measure business impact.
Top Skills:
Crm PlatformsLife Sciences CloudOceSalesforceVeeva
Artificial Intelligence • Professional Services • Business Intelligence • Consulting • Cybersecurity • Generative AI
Lead large Oracle Field Service implementation projects as a Solutions Architect senior manager. Design and deploy Oracle Fusion Service and Field Service Cloud solutions, guide assessment and future-state planning, interact with senior clients, coach teams, apply delivery methodologies and accelerators, and drive continuous improvement.
Top Skills:
Oracle Customer ExperienceOracle EpmOracle Field Service CloudOracle FinOracle Fusion ServiceOracle HcmOracle Lead ManagementOracle Marketing AutomationOracle Sales AutomationOracle Scm
What you need to know about the Seattle Tech Scene
Home to tech titans like Microsoft and Amazon, Seattle punches far above its weight in innovation. But its surrounding mountains, sprinkled with world-famous hiking trails and climbing routes, make the city a destination for outdoorsy types as well. Established as a logging town before shifting to shipbuilding and logistics, the Emerald City is now known for its contributions to aerospace, software, biotech and cloud computing. And its status as a thriving tech ecosystem is attracting out-of-town companies looking to establish new tech and engineering hubs.
Key Facts About Seattle Tech
- Number of Tech Workers: 287,000; 13% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Amazon, Microsoft, Meta, Google
- Key Industries: Artificial intelligence, cloud computing, software, biotechnology, game development
- Funding Landscape: $3.1 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Madrona, Fuse, Tola, Maveron
- Research Centers and Universities: University of Washington, Seattle University, Seattle Pacific University, Allen Institute for Brain Science, Bill & Melinda Gates Foundation, Seattle Children’s Research Institute
