Job Description

EXECUTIVE ASSISTANT TO THE CEO & PEOPLE  LIAISON

at IncubatorLab | Remote - Worldwide

IncubatorLab is looking for a high-impact Executive Assistant to support our CEO and act as a strategic bridge to our People/HR team.

Role Objective:

As the Executive Assistant to the CEO at IncubatorLab.ai, you are more than a gatekeeper; you are an operational multiplier. You will manage the CEO's high-velocity schedule while serving as a critical communication link between leadership and the HR team. This role is built for a "system-thinker" who can handle the chaos of a high-growth startup with disciplined execution and total discretion.

What You'll Do:

• CEO Enablement: Manage complex calendar scheduling, travel, and email triage to ensure the CEO remains focused on high-leverage growth activities.

• HR & Leadership Bridge: Facilitate seamless communication between the CEO and the HR team, ensuring People initiatives align with the CEO's vision and brand scaling goals.

• Project Tracking: Monitor key deliverables across the organization, following up on action items from leadership meetings to ensure nothing drops.

• Async Documentation: Draft and refine internal "Sources of Truth," memos, and company-wide updates to maintain clarity across our global, remote team.

• Meeting Orchestration: Prepare agendas, take high-fidelity notes during leadership syncs, and manage the logistics for quarterly planning.

• Culture Stewardship: Partner with HR on internal initiatives that promote our performance-first culture and inclusive environment.

Requirements we are looking for:

• 4+ years of experience as an Executive Assistant, preferably supporting a CEO or Founder in a high-growth startup environment .

• Process-Driven: A natural ability to build systems out of chaos—you don't just find a time for a meeting; you build a workflow for how meetings are run.

• HR Literacy: Basic understanding of HR operations, onboarding, or people- focused project management is a major plus.

• Exceptional Communication: Mastery of English with a "low-friction" communication style—brief, clear, and effective for an async-first team.

• Discretion & Integrity: Absolute comfort handling sensitive financial, strategic, and personnel information.

• Tech Power User: Proficiency in Slack, Notion, G-Suite, and modern scheduling tools.

Working Hours:

• Async-First: We prioritize outcomes and met deadlines over fixed "desk time."

• High Overlap: This role requires significant US-based EST overlap (5-6 hours) to maintain a tight feedback loop with the CEO and HR team.

HOW TO APPLY

We value disciplined execution and proactive problem-solving. To be considered, please submit your resume along with a brief description of a time you improved a communication bridge between an executive and a specific department (like HR).

Note: We operate as an internal growth engine, not a traditional agency. We are looking for an EA who is as agile and iteration-focused as our creative teams.

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