Executive Assistant

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The Challenge:

Relentless Founder Leverage

Our rapid growth has created an urgent need for an elite operational specialist who can flawlessly manage the administrative and logistical complexities of our Co-Founders’ professional & personal lives.

We are seeking a high-autonomy Executive Assistant to serve as the Founders’ Shadow and Operational Anchor. Your primary mission is to provide

relentless leverage

by taking complete, reliable ownership of all logistics, communications, and administrative details.

This is a critical role that directly translates operational mastery into strategic bandwidth for the CEO and CTO. If you are an expert at creating predictable, reliable order in a high-speed environment, this role is for you.

What You’ll Actually Do: Administrative Mastery & Flawless Execution Your function is to ensure that all tasks, from simple scheduling to complex projects, are executed with extreme reliability. When a task is delegated to you, it is considered done.

The role is defined by deep involvement in the founders’ day-to-day operations and requires mastery of detail. Your focus will be heavily on Executive Support and Logistics to ensure the Founders are completely freed from administrative burdens.

Core Responsibilities: The Non-Negotiable Foundation Your value is measured by your exceptional

follow-through

and ability to manage critical details:

Executive Calendar & Communication Management: Flawlessly manage complex calendars, proactively handling all scheduling conflicts and strategic time allocation. Triage, manage, and respond to chaotic inboxes with high judgment and discretion.

Meeting Preparation & Action Tracking: Prepare detailed agendas and materials for leadership and client meetings. Critically, you must track all verbal ideas and action items to completion, ensuring nothing is forgotten or dropped.

End-to-End Travel Logistics: Own all aspects of domestic and international travel planning (flights, accommodation, transfers, conference coordination, itinerary creation). Full responsibility for flawless execution.

Operational & Financial Coordination: Act as the central liaison with bookkeepers, partners, and vendors. Ensure timely submission of documents, management of vendor payments, and adherence to all financial and administrative deadlines.

Research & Execution Support: Conduct time-sensitive market research, compiling findings into clear, actionable reports. Execute administrative tasks supporting Marketing, HR (e.g., onboarding, logistics), and Finance functions.

Personal and Executive Support: Handle sensitive personal and organizational matters (e.g., team event tracking, personal appointments) with absolute discretion and reliability.

The Operational Mindset: High-Autonomy Execution You are expected to be proactive and bring solutions. When faced with a problem, you are responsible for assessing the situation, evaluating options, and presenting a single, well-reasoned recommendation to the Founders.

Why This Changes Everything For You This is a critical, high-impact role designed for an experienced professional.

Immediate Impact: You will be a direct force multiplier, removing the major bottlenecks currently slowing the Founders’ and the company’s growth.

Exposure: Gain direct, daily exposure to the decision-making processes of a fast-growing, intense startup environment, operating literally as the Founders’ shadow.

Career Growth within the Role: Your career progression will focus on increasing strategic input, scope, and responsibility within the Executive Assistant function. As the company scales, you will take ownership of more complex operational processes and higher-value execution tasks, constantly challenging you to operate at your peak capability.

What We Need: The Elite Executive Operator We are hiring for high-caliber experience and an unwavering cultural fit.

Insane Follow-Through (Non-Negotiable):

You are relentlessly reliable. Every commitment, verbal or written, is tracked and executed.

C-Suite Communication Skills:

Professional, clear, and concise. You are capable of managing high-level internal and external correspondence.

Exceptional Organizational Skills:

Your natural state is order and meticulous detail. You bring structure to chaos.

High-Autonomy & Ownership:

You thrive with little guidance and require minimal supervision. You are a self-starter who anticipates needs.

Practical Intelligence:

You can think on your feet, assess options quickly, and present solutions rather than problems.

Ideal Background

5+ Years of Experience as an Executive Assistant, High-Level Personal Assistant, or Operational Specialist in a fast-paced environment.

Proven track record of managing and completing complex, cross-functional projects simultaneously.

Experience in a startup or high-growth, demanding environment is a significant plus.

This Role Will NOT Be a Fit If

You are looking for a relaxed 40-hour job; this job is

INTENSE

and requires high output and energy.

You are primarily seeking rapid promotion into a distinct senior management title; your growth is achieved through increasing the scope and value of your operational mastery.

You need significant guidance or continuous oversight; this role requires high autonomy and proactive initiation.

You get overwhelmed by chaos; your job is to organize the chaos.

Fully Remote, with quarterly in-person meetups in locations all over the globe chosen by popular vote of team members (potential lineup for next year: USA, Tokyo, Dubai, Bangkok)

Hands‑on Schedule, availability needed Mon‑Fri morning‑evening European hours

Compensation

Performance-based bonus & promotion path

Career-defining growth investment: we spent over $200,000 on team development last year – executive coaching, certifications, and training that accelerates your career beyond any traditional path

Our Mission The legal industry is broken – outdated, overpriced, and structurally rigged against innovation and access. Today, 92% of low-income households can’t afford legal help, and meaningful reform is blocked by laws that prohibit non-lawyers from owning or operating law firms.

Our mission is to change that. By equipping law firms with cutting‑edge tech and world‑class operations, we will push the industry 10 years forward – delivering faster, better, and more affordable legal services at scale.

Swans Core Values Value alignment is non‑negotiable. Because of the close collaboration with the founding team and the direct impact on clients, it's essential that you genuinely connect with and embody our commitment to our core values:

Relentless Excellence:

“We pursue mastery in every detail, not for perfection’s sake, but because success with our clients and mission requires it.”

Radical Integrity:

“We choose transparency, honesty, and accountability, not for virtue’s sake, but because trust is the only way our work succeeds.”

Sincere Care:

“We care enough to anticipate needs and act with empathy and intention, because genuine connection drives everything we build.”

Our standards are high – historically, less than 0.5% of candidates possess the rare combination of aptitude, skills, and cultural alignment we require.

Seniority level Mid-Senior level

Employment type Full‑time

Job function Administrative and Project Management

Industries IT Services and IT Consulting

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