Executive Assistant to Founder & CEO

We seek an exceptional Executive Assistant to work directly with the Founder & CEO of Synthesis and xfactrs, Inc.

This is a high-trust, high-ownership role requiring judgment, discretion, urgency, business acumen, financial awareness, organization, flexibility, resilience, and accountability.

The ideal candidate is more than a calendar administrator and will be a trusted operating partner to the CEO, anticipating needs, understanding priorities, coordinating across two companies, and ensuring critical work moves forward and gets closed.

The role spans executive support, business operations, finance/accounting coordination, billing and expenses, sales, fundraising/investor support, travel, meetings, events, communications, M&A, personal support, and special projects.

The candidate must understand business operations and work effectively with Finance, Accounting, HR, Sales, Operations, customers, vendors, investors, advisors, legal counsel, and senior leadership.

The candidate will need to perform extensive domestic/international travel; approximately 50% of their time

Key Responsibilities

1. Executive Calendar & Time Management

• Own the CEO’s complex calendar across two companies and global time zones.
• Act as calendar gatekeeper and time-management partner.
• Triage meetings based on priority, business impact, urgency, and CEO objectives.
• Determine meeting length, delegation, rescheduling, or cancellation.
• Build schedules accounting for travel, preparation, transitions, recovery, and buffers.
• Protect CEO time for strategic priorities, customers, investors, employees, and business development.
• Coordinate across U.S., India, UK, APAC, and other time zones.
• Adjust schedules rapidly as priorities change.

2. Founder-Level Flexibility

This is not a traditional 9-to-5 role. Business needs will require early mornings, evenings, weekends, and responses outside normal hours.

• Respond appropriately to urgent/time-sensitive requests.
• Adapt quickly to changes driven by customers, investors, travel, opportunities, employees, partners, or company matters.
• Exercise sound judgment regarding urgency.
• Maintain accuracy and composure during changing priorities.
• Understand that international travel may require irregular hours.

Expectation: flexibility and ownership, not simply fixed-hour availability.

3. Domestic & International Travel

• Own end-to-end CEO travel and, when required, executive/team travel.
• Arrange complex domestic/international, multi-city and multi-country itineraries.
• Coordinate flights, ground transportation, hotels, visas, documentation, meeting locations, and logistics.
• Build detailed itineraries accounting for time zones, travel duration, preparation, and contingencies.
• Monitor changes and resolve disruptions proactively.
• Handle hotel preferences and short-notice changes.
• Up to 50% of your time will go in travelling with the CEO while managing different office/operational functions on the road.

4. Meetings & Executive Preparation

• Coordinate board, All Hands, investor, customer, sales, conference, partner, fundraising, and executive-review meetings.
• Ensure agendas, presentations, briefing materials, financial information, talking points, and reports are ready.
• Gather information from internal/external stakeholders.
• Attend meetings to capture decisions and action items.
• Ensure commitments are assigned, tracked, followed up, and closed.

5. Inbox & Communications

• Prioritize, triage, organize, and respond as appropriate.
• Identify urgent, sensitive, financial, customer, investor, and time-critical matters.
• Draft CEO correspondence when appropriate.
• Convert important communications into calendar items, actions, and follow-ups.
• Maintain professional internal/external communications.

6. Business Operations & Follow-Through

• Maintain visibility into commitments, decisions, deadlines, action items, and follow-ups.
• Track actions through completion and follow up with owners.
• Identify stalled, overdue, or at-risk items and escalate when needed.
• Ensure CEO visibility into important operational issues.
• Improve systems, processes, accountability, and executive effectiveness.

Own the follow-through—not simply task tracking.

7. Fundraising & Investor Relations

Strong plus if experienced in fundraising/investor support.

• Coordinate investor meetings, presentations, schedules, …