Executive Assistant (Job ID: KELREG1EA)

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About the Client:

The hiring founder is a healthcare professional, founder, and multi-venture entrepreneur who is rapidly building and expanding two Hawaii-based operations while coordinating with international partner entities.

The primary business venture brings an established Singapore-based women’s health model directly to Hawaii. The initiative encompasses clinical healthcare delivery, community outreach, education, legislative advocacy, and localized partnership development.

The secondary venture is an ambitious project launching the fast-growing sport of Padel across the islands. Rather than operating as a single club, Padel Hawaii acts as the premier advisory and installation body for court builds, venue partnerships, program design, and market expansion.

Together, these ventures represent a high-growth, fast-paced ecosystem requiring agile, forward-thinking execution.

About the Role:

This is not a traditional administrative assistant role. We are seeking a high-caliber Executive Assistant & Strategic Operating Partner to act as a force multiplier for the founder across multiple high-growth businesses and select personal administrative functions.

You will own operational follow-through, stakeholder coordination, lightweight marketing, business workflows, and external communication. You will operate as a "jack of all trades" who can fluidly switch contexts, manage parallel workstreams, leverage cutting-edge AI tools to solve problems, and turn founder vision into organized execution.

Estimated Time Allocation

• 65% — Women's Health Venture: Operational setup, workflow development, partner coordination, legislative support, and healthcare model launch execution.
• 25% — Padel Venture: Venue outreach, agreement coordination, launch marketing execution, social media support, and administrative management.
• 10% — Personal Administration: High-level personal task management, scheduling, and life administration for the founder.

Key Responsibilities

• Strategic Execution & Business Operations: Serve as an autonomous partner, converting macro goals into day-to-day execution, tracking progress, and holding parallel workstreams accountable.
• Outreach & Partnership Management: Draft, coordinate, and track external communications, agreements, and stakeholder follow-ups across healthcare and sports/hospitality verticals.
• SOP Creation & Workflow Standardization: Proactively build standard operating procedures (SOPs) around recurring operations so processes are documented and scalable.
• AI-Driven Problem Solving: Use advanced AI models (Claude, ChatGPT, etc.) as thinking partners to conduct research, draft materials, analyze information, build workflows, and present actionable solutions rather than escalating raw questions.
• Light Bookkeeping & Financial Admin: Manage basic expense tracking, light budgeting support, invoice coordination, and financial administration across ventures.
• Social Media & Launch Marketing Support: Assist with lightweight content scheduling, basic design execution (using tools like Claude Design or Canva), and channel management (Instagram, LinkedIn, etc.) for venture launches.
• Executive & Life Admin: Calendar coordination, meeting prep, document management, and targeted personal administrative tasks.

Non-Negotiables & Required Qualifications

• High Autonomy & Ownership: Ability to take initiative and move projects forward without needing micro-management or constant instruction.
• Proven Business Operations / EA Experience: Prior experience supporting founders, executives, or multi-venture startups in an operational or strategic EA capacity.
• Advanced AI Literacy: Fluency using AI tools (Claude, ChatGPT, Manus) for drafting, operational architecture, research, and daily workflow optimization.
• Multitasking & Context Switching: Comfortable juggling distinct ventures (healthcare, sports, personal admin) and adapting when priorities shift rapidly.
• Light Bookkeeping Capability: Solid understanding of general business administrative math, expense tracking, and basic financial organization.
• Strong External Communication: Excellent written and verbal English skills suitable for communicating with community partners, legislative contacts, venue owners, and corporate stakeholders.
• Process-Driven Mindset: Instinct to build reusable SOPs, trackable workflows, and clean digital organization systems.

Preferences & Nice-to-Haves

• Experience or background in healthcare delivery, public health, sports management, or hospitality launches.
• Familiarity with setting up or managing operational software, back-end dashboards, or project management platforms.
• Experience running or coordinating light social media campaigns across Instagram, TikTok, LinkedIn, or Threads.
• Hands-on experience working directly with US or Hawaii-based business environments.

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