Executive Assistant / Operations Coordinator

Role Description

This is a full-time, high-impact role supporting ParGo AI's executive leadership and day-to-day business operations. The Executive Assistant / Operations Coordinator will manage executive schedules, communications, meetings, administrative priorities, and operational projects while helping ensure commitments and follow-up activities move forward.

This is not a traditional administrative role. Priorities can change quickly in a startup, and responsibilities will frequently cross functional boundaries. The right person will be comfortable managing executive calendars and communications one day and coordinating recruiting, customer meetings, company events, documents, vendors, or special projects the next.

The position is primarily in person, five days per week, at our offices in Crescent Beach, Florida. Occasional virtual work may be approved by request when appropriate.

Key Responsibilities

Executive Support
• Manage executive calendars, scheduling, meetings, appointments, and competing priorities.
• Coordinate internal and external meetings and ensure appropriate preparation and follow-up.
• Assist executives with email, correspondence, documents, presentations, and other communications.
• Track action items, commitments, deadlines, and follow-up activities across the leadership team.
• Exercise sound judgment and discretion when handling confidential or sensitive information.

Business & Operations Support
• Maintain company records, files, contact information, and administrative systems.
• Assist with invoices, expenses, purchasing, vendors, and other routine business administration.
• Coordinate travel, company events, meetings, and occasional customer activities.
• Support recruiting, candidate scheduling, onboarding, and basic HR administration.
• Support sales, customer, marketing, and operational activities as needed.
• Take ownership of special projects and help solve day-to-day operational problems.
Organization & Process Improvement
• Create and maintain simple, repeatable administrative processes and organizational systems.
• Identify opportunities to improve organization, communication, follow-through, and efficiency.
• Anticipate leadership and company needs rather than waiting for detailed direction.
• Learn and use modern business and AI-enabled productivity tools to improve efficiency.

Qualifications
Required
• 3+ years of executive assistant, administrative, office management, or business operations experience preferred.
• Exceptional organizational skills, attention to detail, and follow-through.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities independently with limited supervision.
• Comfort working directly with executives, customers, candidates, and business partners.
• Strong proficiency with Microsoft Office and modern cloud-based business applications.
• Good judgment and discretion when handling confidential information.
• Proactive, resourceful mindset and willingness to take ownership of problems.
• Ability to work in person Monday-Friday in the St. Augustine Beach area.

Preferred / Nice-to-Have
• Experience supporting executives or senior leadership.
• Experience working in an early-stage, high-growth, SaaS, or technology company.
• Experience supporting recruiting, HR administration, sales operations, or customer activities.
• Comfort using AI-enabled productivity tools and learning new technology quickly.
• Experience creating administrative processes or bringing structure to a growing organization.
Compensation and Benefits
• Compensation: $25-$30 per hour ($52,000-$62,400 annual equivalent), depending on skills, experience, and overall fit
• Unlimited Paid Time Off (PTO)
• Equity and stock grant opportunities for high performers
• Opportunity to grow into broader business operations or leadership responsibilities as the company scales

Why Join Us?
At ParGo AI, you'll have the opportunity to work directly with executive leadership and become an important part of how the company operates and grows. This role offers broad exposure across the business and the opportunity to take increasing ownership as the company scales.

You'll thrive here if you:
• Enjoy bringing organization and structure to environments that are still taking shape
• Are proactive and naturally anticipate what needs to happen next
• Are comfortable shifting between executive support, operational projects, and everyday tasks
• Want ownership, accountability, and visibility into company operations
• Are excited by the challenge and pace of a growing SaaS startup

We offer autonomy, direct access to leadership, and the opportunity to grow alongside the product and the company.