Executive & Operations Assistant

We're looking for a highly organized, proactive, and resourceful Executive & Operations Assistant to support the founder of an innovative climate-tech startup focused on maritime decarbonization.

This role combines executive assistance, operations support, research, and project coordination. You'll play a key role in keeping the business organized by managing schedules, conducting research, coordinating projects, and supporting day-to-day operations.

If you thrive in a fast-paced startup environment, enjoy solving problems, and can manage multiple priorities independently, we'd love to hear from you.

Key Responsibilities

Executive Support

• Manage the founder's inbox and draft professional email responses.
• Coordinate calendars, appointments, and meeting schedules.
• Schedule meetings with investors, partners, customers, and stakeholders.
• Manage reminders and coordinate meetings across multiple time zones (US, Europe, and Asia).

Research & Business Support

• Conduct market research on shipping companies, ports, hydrogen suppliers, and related industries.
• Research potential investors and maintain accurate CRM records.
• Gather contact information for outreach campaigns.
• Monitor competitors and industry trends to support strategic initiatives.

Operations Support

• Track logistics related to shipping equipment and containers.
• Prepare meeting agendas, summaries, and briefing documents.
• Organize project files, documentation, and shared resources.
• Maintain spreadsheets for contacts, shipping information, project tracking, and operational data.

Administrative & Project Coordination

• Perform accurate data entry and document formatting.
• Create presentations, reports, and spreadsheets.
• Update CRM systems and contact databases.
• Assist with project coordination and follow up on action items.
• Support ad hoc administrative and operational tasks as needed.

Qualifications

Required

• Excellent written and verbal English communication skills.
• Strong organizational and time management skills.
• Exceptional attention to detail.
• Ability to work independently with minimal supervision.
• Strong online research and analytical skills.
• Proficient in:
  • Google Workspace (Docs, Sheets, Drive, Calendar)
  • Microsoft Office (Excel, Word, PowerPoint)

Preferred

• Previous experience as an Executive Assistant, Operations Assistant, Project Coordinator, or Executive Support role.
• Experience supporting startup founders, executives, or leadership teams.
• Familiarity with CRM platforms such as HubSpot, Airtable, Notion, or similar systems.
• Experience using project management tools such as Asana, ClickUp, Trello, Monday.com, or similar.
• Background or interest in climate technology, clean energy, maritime technology, logistics, or supply chain is a plus.