Executive Assistant to Founders

Executive Assistant to our Founders About Us 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.

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…