Executive Assistant

About Sophia

Sophia is building an AI-powered service to help people create stronger, more meaningful relationships. The company is developing an end-to-end matching system that combines relationship science, psychology, and advanced language and computer-vision models to make highly personalized introductions. Rather than relying on swipe-based discovery, the product is centered on conversation so it can learn each person’s personality, lifestyle, and relationship preferences.

About the Company

This is a design-focused, early-stage technology startup working where human connection and artificial intelligence meet. Team members play a direct role in shaping both the product and the overall user experience.

Role Overview

Sophia is hiring a highly organized, proactive, and discreet Executive Assistant / Operations Assistant to support the CEO and keep daily operations running efficiently. This is a high-trust position for someone who is dependable, detail-oriented, and comfortable handling both structured tasks and fast-changing startup priorities. The role includes calendar and communication management, task tracking, recruiting support, payroll and vendor follow-ups, document organization, and light personal administrative support.

You will work closely with the CEO to bring clarity, consistency, and operational rhythm to Sophia and related priorities.

Key Responsibilities

• Coordinate the CEO’s calendar, meetings, reminders, scheduling, and follow-up actions.
• Monitor communications and inbox items, including drafting replies and organizing next steps.
• Maintain trackers for ongoing, recurring, and high-priority tasks.
• Support hiring operations by tracking candidates, arranging interviews, organizing resumes, managing assessments, and following up.
• Assist with payroll coordination, contractor payment timelines, invoice tracking, and process notes.
• Help with benefits administration and vendor communication across systems such as Gusto and Thatch.
• Track administrative and finance-related items such as receipts, refunds, subscriptions, vendor payments, and document requests.
• Keep shared folders, documents, contracts, trackers, and operational notes organized and accessible.
• Document SOPs, recurring workflows, and handoff notes to make processes repeatable.
• Work with vendors, support teams, accountants, insurance providers, payroll platforms, and other external partners.
• Manage subscriptions, account access, and other tool-related administrative work.
• Provide limited personal assistant support when needed, including scheduling, travel and admin tasks, household or payment follow-ups, and personal trackers.
• Keep the CEO informed about what is urgent, blocked, pending, or awaiting a decision.

What Success Looks Like

Success in this role means the CEO’s calendar, communications, and follow-ups are handled proactively; priorities are clearly tracked and advanced; recruiting flows are smooth; payroll, benefits, vendor, and finance/admin tasks are handled on time; important documents are easy to find; recurring work is documented; and the CEO always has a clear view of what needs attention. The result should be a more organized, responsive, and reliable day-to-day operation.

Qualifications

The ideal candidate has experience in an Executive Assistant, Operations Assistant, Chief of Staff Assistant, Administrative Assistant, or similar support role. You should be strong in calendar management, inbox management, task tracking, and written communication, and be comfortable using multiple tools, trackers, and platforms. Strong organization, attention to detail, and the ability to handle confidential business and personal information with discretion are essential. The role also requires comfort with both business operations and light personal administrative work, independence in a remote environment, and familiarity with Google Workspace, spreadsheets, task trackers, and shared document systems.

Preferred Experience

• Supporting a founder, CEO, or fast-paced startup team.
• Working with Gusto, payroll processes, benefits administration, or contractor payments.
• Coordinating recruiting, candidate pipelines, or hiring workflows.
• Managing subscriptions, vendor follow-ups, receipts, reimbursements, or finance/admin trackers.
• Creating SOPs, handover documents, or other process documentation.
• Being located in or near Miami or New York City.

Application Process

To be considered for a first-round interview, applicants must first complete a brief assessment. After finishing it, candidates are asked to email their resume, a short note explaining their interest in Sophia, and a brief summary of their experience supporting executives, founders, or fast-moving teams.

Additional Information

Location is remote, with a preference for US-based candidates. Being based in Miami or New York City is ideal. The position reports directly to the CEO and is a full-time role.

Who Can Apply

Applicants with relevant support or operations experience who can work independently in a remote environment and handle sensitive information with discretion are the best fit. The role is especially suited to candidates comfortable in early-stage startup settings and with exposure to executive support, operations coordination, or administrative workflow management.