Executive Assistant

About the Role

You'll be at the center of the action—powering the momentum behind a company that's reshaping an entire industry. As the CEO's trusted operational partner, you'll ensure his time, energy, and focus are aligned with our biggest opportunities. From driving internal accountability and pushing critical projects across the finish line, mastering a productive highly efficient calendar and navigating last-minute travel - you'll help turn ambitious ideas into reality. This is a role for someone who thrives behind the scenes but moves the entire company forward.

This role is equal parts executive support and project management. You'll own task follow-ups across multiple teams, coordinate cross-functional execution, and serve as the CEO's eyes and ears across the organization. Most importantly, you'll be expected to hold stakeholders—including senior team members—accountable for delivering on action items, timelines, and goals that the CEO is tracking.

You must be hyper-organized, comfortable operating with minimal direction, and experienced managing fast-paced, high-stakes logistics.

Key Responsibilities

• Manage the CEO's calendar, meetings, inbox, travel (including rapid-turnaround bookings), and personal logistics
• Track internal priorities and follow up with team members and department heads on project timelines and deliverables
• Document and organize meeting notes, decisions, tasks, and action items
• Maintain internal systems and documentation—agendas, shared drives, files, dashboards
• Ensure the CEO stays focused on high-priority items by filtering noise and surfacing what matters
• Proactively identify what's at risk of falling through the cracks and intervene early

The Company:

Gearsupply is the future of used, professional Audio-Visual equipment sales Our start-up growth is fueled by our innovative "talent & tech" platform, streamlining the purchase and resale of equipment among the entertainment, concert, and event production industry. We achieve environmental and social goals by extending the useful life of equipment and enabling global access to affordable, brand-name equipment.

We operate in an exciting, "work hard, play hard" industry, giving our team members exclusive, behind-the-scenes access to the organizations producing many of the largest concerts, festivals, and events. We work directly with key decision-makers for event production companies and venues, including the LA Dodgers, MGM, Caesars, Solotech, Clearwing, and many more

The Culture:

We are a fast-paced, ambitious start-up raising our first venture capital next quarter. We put the team above all else and believe culture is the strongest form of training. As a technology-forward company, we value adapting to challenges, testing new ideas, and evolving our platform to meet industry needs. We've removed the red tape here, so things get done quickly: if you see a problem, solve it

We value a diverse range of backgrounds and ideas, believing this is fundamental for our success. If you have the curiosity to learn and the willingness to teach what you know, we'd love to hear from you

Non-Negotiable Requirements

• 5+ years supporting a CEO, founder, or senior executive at a company with 50+ employees

• Proven experience holding stakeholders (including more senior staff) accountable to deadlines, deliverables, and project updates

• Strong project management skills with hands-on fluency in tools like Notion, Asana, ClickUp, Airtable, or

• Demonstrated ability to manage last-minute travel bookings with precision and calm

• Highly organized with expert-level command of Google Workspace, Slack, Dropbox, and document workflows

• Can clearly describe systems you've built or managed, such as reporting cadences, OKR tracking, or team dashboards

The Ideal Candidate:

The ideal candidate will exhibit high standards, excellent communication skills, and the ability to take initiative and prioritize daily tasks. A strong ability to take charge and meet tight deadlines will ensure your success in this multi-faceted role. We're looking for people that are prioritizing career growth and want to be part of a dynamic fast-paced startup.

Join us at Gearsupply and be part of a dynamic team that is shaping the future of the Audio-Visual equipment industry

Investor Reporting & Fundraise Collateral Collection

Own the deadline calendar for monthly investor updates. Track team inputs (e.g., GMV, lease originations, customer milestones), ensure consistency across decks and docs, and prep materials in Google Drive for final CEO review.

CEO Travel & Speaking Logistics

Book international trips (e.g. Dubai, Belgium, or Saudi Arabia) for conferences or investor meetings—coordinate hotels, local contacts, agendas, and packlists. Ensure travel is optimized down to the minute, even when booked 24 hours out.

SOP System Buildout & Audit Layer

Work with each department (e.g. Purchasing, Listings, Logistics) to document key processes—like how used gear is photographed, or how POs are revised post-inspection. Use Notion or Airtable to house SOPs, then implement a lightweight audit cadence to check for adherence (e.g., weekly spot checks, version tracking, or dashboard KPIs). Identify breakdowns early and recommend fixes directly to the CEO.

Job Type: Full-time

Pay: $2, $3,250.00 per month

Work Location: Remote