Executive Assistant

About the Company (Industry) An early-stage, international climate finance & project advisory firm operating across Norway, Iceland, Denmark, and the U.S. The founding team helps climate and clean energy projects secure funding, navigate policy/market shifts, and expand into new regions. The environment is fast-moving: incorporation, banking, contracts, partnerships, investor conversations, client delivery, and events. You’ll support three founders (President/COO in Iceland, CEO in Norway, CCO in Denmark) to bring structure, velocity, and follow-through across time zones and workstreams. Think: executive assistant + light ops/project coordination. The ideal candidate brings kindness, curiosity, and grit, and takes pride in solving problems before they become problems. Responsibilities Executive Support & Scheduling Own complex multi-time-zone calendars; book/confirm internal & external meetings, investor calls, and partner intros. Proactively align availabilities across multiple founders and stakeholders. Light inbox triage to surface priorities and deadlines. Travel, Events & Meetings Coordinate founder travel (EU/US) and logistics for conferences, client meetings, and small dinners/roundtables. Capture contact details, notes, and next steps post-event so nothing falls through the cracks. Ops & Admin Stand up and maintain simple systems in Microsoft 365/SharePoint and Monday.com (or similar) for tasks, contacts, and workflows. Track, coordinate, and digitally file paperwork, including client NDAs, contracts, incorporation artifacts, banking documents, and signatures. Build and maintain trackers for “open loops” (legal, banking, compliance, signatures) and chase owners. Provide light tech enablement (shared calendars, folder access, basic troubleshooting). Stakeholder (client, investor, partner, etc.) research with AI support. Comms & Docs Organize meeting notes (e.g., from Otter) and convert them into clear action items. Draft concise emails, summaries, and follow-ups for founders. Light Canva support using company templates to create social media and related graphics. Use translator tools as needed when interacting with multilingual content. Tools You’ll Use Microsoft 365 / Outlook / SharePoint (email, calendar, file structures, permissions) Monday.com (or similar) for light PM/CRM Otter (or similar) for notes Canva (light template-based edits) Bonus: familiarity with Notion/Airtable/ClickUp/HubSpot; basic VoIP set-up experience What Great Looks Like You chase loose ends without being asked and close loops quickly. You’re calm, clear, and professional with senior stakeholders. You transform messy inputs (cards, screenshots, voice notes) into organized, trackable info. You bring order to ambiguity and keep momentum high. Must-Haves 3+ years in EA/Operations/Project Coordination (supporting multiple senior leaders). Experience in founder-led or early-stage environments. Excellent written & spoken English; crisp, professional communication. High discretion with sensitive commercial, legal, and financial information. Strong follow-through, organization, and time management across time zones. Kind, humble, and dependable under pressure. Comfort navigating multiple international business contexts on a day-to-day basis. Nice-to-Haves Exposure to climate, sustainability, finance, policy, or international advisory. Experience supporting incorporation/banking/admin set-up across countries. Comfort with translation tools and multilingual docs. Interest in Nordic cultures and/or international business. Light VoIP/communication tooling setup (Google Voice/Zoom Phone/OpenPhone equivalents). Growth Path Start at ~20 hrs/week; strong likelihood of ramping to full-time as client contracts scale from 5+ to 20+. Potential to evolve into Senior EA, Operations/Chief of Staff track, or Internal Systems & Coordination Lead. $700 - $700 a month Schedule: Primarily Europe/UK hours with flexibility to coordinate across Iceland, Norway, Denmark, and occasional U.S. overlap Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM #J-18808-Ljbffr