Executive Assistant (EA) to the Founder

About Us
Join Hypersonix, the premier AI-driven platform revolutionizing eCommerce and retail profitability. In an industry where 70% of businesses struggle with stagnation, escalating costs, and unpredictable risks, Hypersonix provides real-time, actionable intelligence powered by its proprietary Commerce Large Language Model.
We equip businesses with AI-driven insights to optimize sales, competition analysis, and demand forecasting—seamlessly integrating with major eCommerce, ERP, and financial platforms. Hypersonix enables businesses to identify risks and opportunities faster, ensuring sustainable, profitable growth. Our mission? To help retailers not just survive but thrive.
Be part of a team that’s reshaping the future of commerce with cutting-edge AI. Join us and make an impact! 🚀

Job Description
We need a proactive and strategic Executive Assistant to (virtually) join our team and support our founder by managing scheduling, organising events, supporting marketing initiatives, and keeping operations running smoothly. This isn’t a traditional admin-focused EA role – the role requires discretion, professionalism, and the ability to manage multiple priorities effectively.

📅 Working hours: PST along with partial overlap with IST timings

What you’ll be doing 📝

• Managing the founder’s schedule – booking client meetings, team 1:1s, and other stakeholder check-ins
• Taking ownership of the founder's calendar- prioritising the most important tasks
• Inbox management – triaging and responding to emails.
• Meeting support – notetaking, tracking actions, and ensuring follow-ups happen
• Organising events – from team socials to marketing initiatives, including venue bookings, guest invites, marketing collateral, catering, speaker coordination, and budget management
• Handling admin tasks – travel bookings, meeting room reservations, insurance renewals, team anniversary gifts and more
• Supporting commercial initiatives – issuing contracts, liaising with industry speakers (often founders themselves) for webinars
• Occasional PA tasks – personal appointments, coordinating, etc.
• Expense Management - track executive expense reports, including reconciliation of statements, Oversee invoice approvals within agreed thresholds.
• Project Assistance - track project progress to ensure deadlines are met.

What we’re looking for 🔎

• Education: Bachelor’s degree required, Master’s degree is preferred.
• Exceptional communication: Fluent English (written and spoken) with the ability to adapt to the founder’s tone and style
• Experience: Proven track record as on ES/PA, ideally in a startup or fast-moving environment.
• Highly organised: Able to juggle multiple priorities with minimal oversight
• Tech-savvy: Quick to learn tools like Google Suite etc.
• Problem solver: Spots challenges before they arise and takes action
• Trustworthy & adaptable: Can handle confidential information and adjust to shifting priorities.
• International experience: working across time zones preferred.