Executive Assistant / Partner
Tracera | Remote (US Eastern Time hours)
Contract Role (Lebanon)
About Tracera
Tracera is a fast-growing, venture-backed B2B SaaS company transforming how enterprise organizations manage complex operational and sustainability data.
As we enter our next stage of growth, we are looking for an Executive Partner to work alongside our CEO, leadership team, and Head of People Operations: someone who keeps our executives focused on what matters most and takes real ownership of the business operations that help the company run smoothly.
This is a high-trust, highly visible role. You will work directly with our CEO, co-founders, and Head of People Operations, and partner with board members, investors, search partners, candidates, and customers on a daily basis. It is a partner role, not only a support role: you will help shape how we operate, and grow with the company.
We are looking for someone who is proactive, organized, and calm under pressure. You should be equally comfortable managing a packed executive calendar across time zones, coordinating an international trip, scheduling a board-level interview, drafting a polished email on short notice, handling confidential matters with discretion, and running a business operations project from research to recommendation.
What You'll Own
You will be the operational partner to Tracera's leadership team, owning the coordination, follow-through, and business operations that let our executives focus on hiring, strategy, and customers. Roughly 30% of your time supports the CEO's calendar and calls, and roughly 70% is business operations, recruiting, and people and finance operations, working closely with the Head of People Operations.
You will:
- Manage the calendars of the CEO and leadership team across multiple time zones, prioritizing time for hiring, strategy, and customer commitments.
- Coordinate executive recruiting end to end, scheduling interviews with candidates, executives, board members, and references, and keeping external search partners aligned.
- Maintain hiring pipelines in Notion and trackers in Excel, keeping candidate status, notes, and next steps up to date every day.
- Support candidate sourcing and screening on LinkedIn and Sales Navigator against defined role criteria, and manage LinkedIn outreach and replies.
- Plan and book domestic and international travel, including flights, hotels, trains, ground transport, and lounge access, presenting clear options with pricing and cancellation terms.
- Manage conference and event logistics, including registrations, ticketing, attendee coordination, and event cost tracking.
- Track executive expenses, collect receipts, and prepare monthly reimbursement submissions for Finance.
- Draft and manage communications on behalf of executives, including emails, Slack messages, and correspondence with board members, investors, and external partners.
- Capture decisions and action items from meetings and follow through until every task is closed.
- Maintain company-wide operations such as distribution lists, the vacation and birthday calendars, yearly official holiday calendars, and team swag orders.
- Support people operations, HR, and finance operations alongside the Head of People Operations, including onboarding, trackers, and vendor and compliance follow-ups.
- Own projects end to end, from research to execution, and bring recommendations and decisions to leadership, not only questions.
- Identify inefficiencies and improve them, introducing scalable systems, trackers, and automations.
- Lead research, business cases, and vendor comparisons, such as office options, insurance renewals, and entity registrations, and turn them into clear recommendations.
- Handle confidential and personal tasks for executives with complete discretion.
- Document processes and build playbooks and SOPs so recurring work stays organized and repeatable.
What We're Looking For
We're looking for a proactive operator who has supported founders or C-suite executives, or has worked in a business operations or chief-of-staff style role, in a fast-paced environment, and who knows how to anticipate needs before they're raised. You might be an Executive Assistant ready for a bigger scope, or a business operations lead or partner looking for a role with real ownership.
Ideally, you bring:
- 3+ years of experience as an Executive Assistant, business operations lead, or partner to a CEO or founders, ideally at a startup or high-growth company.
- Experience managing complex calendars across multiple time zones and stakeholders.
- Experience coordinating recruiting or interview processes, ideally alongside external search firms.
- Strong travel planning experience, including international and multi-city itineraries.
- Excellent written English, with the ability to adjust tone for board members, candidates, and partners.
- Sound judgment and complete discretion when handling confidential information.
- Proficiency with Microsoft 365 (Outlook, Teams, Excel), Slack, and Notion.
- Comfort using AI tools to work faster and smarter.
- A proactive, solutions-oriented approach: you come with answers, not just questions.
- Experience owning projects or processes end to end, such as research, vendor selection, or process design, and making decisions with the facts available.
- Interest in growing beyond a traditional assistant role, for example into business operations or people operations.
- Strong organization and attention to detail, with the ability to juggle competing priorities and deadlines.
- Availability to work during US Eastern Time business hours.
- Experience with LinkedIn Sales Navigator, Power Automate, or expense tools like Brex would be a plus.
- Familiarity with sustainability, ESG, or B2B SaaS would be a plus.
What Success Looks Like
In your first 3–6 months, you will have taken full ownership of executive calendars, travel, and recruiting coordination, built trusted relationships with our leadership team, board members, and key partners, and kept hiring processes, bookings, and expenses running smoothly and on time. You will also have taken on at least one business operations project, from research to recommendation.
You'll also have documented the processes you own, so recurring work stays organized and repeatable.
Why Join Tracera?
This is an opportunity to do much more than manage calendars.
You'll work side by side with the CEO and leadership team of a mission-driven company, see how a high-growth startup is built from the inside, and play a central role in hiring the leaders who will shape Tracera's next stage of growth. As the company grows, the role can grow with it, toward business operations or people operations leadership.
We're looking for someone who wants ownership: someone who takes pride in keeping things running smoothly, anticipates what's needed next, and wants to grow with the company.
