Executive Assistant / Operations Ninja

Why this role matters

AI search is reshaping how buyers discover software. xfunnel.ai brings transparency to that black box - monitoring how engines like ChatGPT, Gemini, and Perplexity cite brands, then turning those insights into revenue-facing actions.

As we scale rapidly, our leadership team needs a force multiplier who can handle everything from complex travel logistics to board meeting prep, while also owning operational systems that keep our distributed team humming. This isn't your typical EA role - you'll be the operational backbone that lets our founders focus on building the future of AI search analytics.

Reports to: Co-Founder

40% - Executive support & strategic coordination Calendar management, travel logistics, meeting prep, investor relations coordination, and acting as gatekeeper for leadership time

25% - Operations & systems ownership Build and maintain operational processes, manage vendor relationships, oversee office logistics, and ensure compliance across multiple jurisdictions (US/EU/Israel)

20% - Cross-functional project management Coordinate product launches, team offsites, and special initiatives that span engineering, marketing, and sales

10% - People operations support Assist with recruiting coordination, onboarding new hires, and maintaining team culture across distributed locations

5% - FUN

• Bring 3-5 years of high-caliber EA/operations experience, ideally supporting C-level executives at fast-growing startups or scale-ups
• Have startup DNA - comfortable with ambiguity, can context-switch between booking complex international travel and preparing investor decks
• Are a systems thinker who automates repetitive tasks and creates scalable processes without being asked
• Write crystal-clear communications and can distill complex information for different audiences (investors, customers, team)
• Thrive in a distributed team environment with strong async communication skills

• Previous experience at B2B SaaS companies, especially in operations roles.
• Familiarity with modern productivity tools (Notion, Slack, Google Workspace) and basic project management methodologies
• Experience supporting international teams and managing cross-timezone coordination
• Background in finance/accounting or legal compliance for international businesses

• Front-row seat to building a category-defining AI product from the ground up
• Direct partnership with repeat founders who value operational excellence
• Competitive salary + equity in a fast-growing company
• Flexible remote work with opportunities for international travel

• 30-min culture fit call with a founder
• 60-min operational scenarios discussion + portfolio review (bring examples of systems you've built)
• Panel chat with team leads → working style & cross-functional collaboration
• Offer - reference check, comp discussion, start date coordination