Executive Assistant

About the job

Mailmend is on a mission to help ecommerce brands become more profitable.

We’re hiring a world-class Executive Assistant to support our Founder and CEO, Miles, a high-performing operator leading a cutting-edge company known for working with some of the world’s top ecommerce brands.

This is a role for someone who thrives in a fast-paced, high-performance environment. You won’t just be providing support; you’ll be acting as an operational extension of Miles, helping steer the company forward by ensuring priorities are executed without friction.

What You’ll Be Doing

You’ll serve as the operational backbone to Miles. This is not a traditional assistant role. It’s a strategic partnership where your impact will be felt across the entire company.

Calendar Mastery

Own and manage Miles’ calendar like a grandmaster. Prioritize meetings, block strategic time, and eliminate time drains.

Systems & Documentation.

Build systems from scratch. Create and maintain documentation that keeps everyone aligned and everything organized.

Task and Project Management

Keep to-do lists tight, track follow-ups, and make sure all commitments are delivered. Manage company-wide priorities and ensure alignment with top business goals.

Hiring Support

Take lead on scheduling and even conducting first-round interviews for potential new hires. Help scale the team and onboard new talent smoothly.

Payments & CRM Oversight

Manage payments, track vendor activity, and assist with CRM workflows, ensuring operational smoothness on the fulfillment side.

Email & Communication

Triage Miles’ inbox, draft communications in his voice, and act as his filter to internal and external stakeholders. Keep everyone in sync without unnecessary noise.

Cross-Team Liaison

Act as the point of contact between Miles, internal team members, and agencies. Ensure timely updates and eliminate communication bottlenecks.

Future Growth

As you grow into the role, you’ll have the opportunity to evolve into a Chief of Staff, and build out a team of high-functioning VAs under your leadership.

What We’re Looking For

3 to 10 years of experience supporting founders, executives, or fast-paced startups

Strong communication skills. You speak clearly, write with polish, and know how to adjust tone depending on the audience

Excellent judgment and total discretion. You know what to say, when to say it, and when to say nothing at all

Obsessed with organization. You live in project management software (or want to), love a tidy list, and thrive on systems

A self-starter with high agency. You don’t need someone to tell you what to do every day, but you know how to follow instructions precisely when needed

Deeply proactive. You solve problems before they become problems and think three steps ahead
Fully available during US hours (9am EST to 5pm PST) and willing to occasionally work outside of that, including weekends when needed

Comfortable integrating into both personal and professional workflows with clarity around boundaries

Ready to grow with the company into a leadership position, managing others over time

Results We Expect

Miles’ time is protected and optimized around his highest-leverage work
No task or detail falls through the cracks
Company and team priorities are consistently tracked and acted on
Everyone is aligned on next steps, decisions, and deadlines without reminders
Miles can operate at peak performance because you’re handling everything behind the scenes

This Role Is Not For You If

You’re looking for a traditional 9 to 5 with routine tasks
You’re uncomfortable in fast-moving, feedback-heavy environments
You need constant direction or oversight
You don’t enjoy juggling multiple priorities with precision
You’re not interested in eventually growing into a leadership role

Full-Time | Remote | High Impact

If you’re energized by the idea of being the right hand to a driven founder, thrive on making things run seamlessly, and want to grow into a future leadership role, we’d love to meet you.

Apply now to join Mailmend and help us shape the future of ecommerce.

Executive Assistant