Executive Assistant

Executive Operations Partner to the Founders

Remote · Full-time, dedicated · Australian Eastern (Sydney) hours

Please read the full post before applying. Attention to instructions is the first thing we test.

About 10x Labs

10x Labs partners with enterprises and fast-growing companies on AI strategy, workflow automation, and custom software. We work as a genuine partner with skin in the game, and we move at a pace most businesses have never experienced.

The Role

This is not a basic virtual assistant role. You will be the operational right hand to three founders of a fast-moving AI consultancy. Your job is to turn founder chaos into structure: make sure important things don’t get missed, that the right people are looped in at the right time, and that work keeps moving when the founders are in back-to-back meetings or travelling between cities.

You’ll own calendars, inboxes, travel, meeting prep and follow-ups, hiring coordination, internal communication, documentation, and lightweight process improvement — with real delegated authority and very little hand-holding. The hardest part of the role isn’t the tasks; it’s the judgement of knowing whose problem something is, how urgent it really is, what to handle yourself, and what to bring forward before it becomes a fire.

What You’ll Do

• Own all three founders’ calendars, protect focus time, resolve conflicts, and prep them for what’s next.
• Plan and book flights, hotels, ground transport and itineraries across Sydney, Gold Coast, Melbourne and Newcastle, and re-plan in real time when travel days move.
• Triage a founder’s inbox, reply with delegated authority where it makes sense, and surface what matters.
• Coordinate hiring in Greenhouse and HireFlix: schedule interviews, chase feedback, and keep candidates and stakeholders moving.
• Capture action items from calls, Slack, email and conversations, and make sure they actually happen.
• Use Slack to keep the right people looped in and bring structure to channels and meeting rhythms.
• Use AI tools every day to move faster, lift quality, and create structure from messy inputs.
• Flag broken processes and propose better ways of working.

You’re a Strong Fit If You

• Have supported founders, executives, consultants, recruiters or fast-moving teams.
• Are calm and capable in ambiguity and can create structure without being told exactly what to do.
• Write clearly in fluent, native-level English.
• Use AI tools weekly and can show how.
• Have hands-on experience with tools such as Greenhouse, Slack, Google Workspace, Notion, Asana, Linear or HubSpot.
• Are proactive, discreet and reliable, and handle sensitive information with good judgement.
• Want a long-term role where you become a core part of the team.

Non-Negotiables

• Sydney hours — you can work a full Australian Eastern Time business day (roughly 8:00am–5:00pm Sydney time), dedicated, every working day.
• Reliable setup — fast, stable internet with a backup connection, a backup power option, a quiet professional space for live calls, and your own capable computer.
• Individuals only — we are hiring one person, not an agency or a team.
• Confidentiality — you’re comfortable signing an NDA and handling sensitive founder, client and commercial information.

What You Get

• Paid as a dedicated full-time role.
• A long-term seat as a core part of a fast-growing company.
• Direct, daily access to three operators who have built and sold serious businesses.
• Access to the best AI tools and the support to use them well.
• Real ownership and real responsibility from day one.