Executive Assistant to Founders
TalentPop, Huntington Beach, CA, United States
About TalentPop
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.
Executive Assistant to Our Founders 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
How To Apply https://form.typeform.com/to/cFXRFljb
#J-18808-Ljbffr
Executive Assistant to Our Founders 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
How To Apply https://form.typeform.com/to/cFXRFljb
#J-18808-Ljbffr