Executive Assistant

Swans builds technology, automation, and operational systems for large US personal-injury law firms. We are seeking an Executive Assistant to support the founders and take increasing ownership of the internal coordination and operational work that supports the company's growth.

This is a high-ownership, operational partner role for someone who enjoys solving varied problems, creating order from chaos, taking initiative, and learning how a growing company operates. The role will initially be approximately 75% administrative and executive support and 25% strategic project management, with the goal of reversing that balance as you master the role.

You will work closely with the CEO and CTO in a fast-moving, intense, results-oriented startup environment. The position offers a clear, merit-based path toward a senior operational role within 12 to 18 months, with exposure to strategic initiatives across marketing, recruitment, finance, legal, and other functions.

This is a fully remote position requiring full working-day overlap with European business hours. Swans primarily seeks candidates in the GMT+1 to GMT+4 time zones who are available Monday through Friday during normal European business hours. In-person team meetups may take place several times a year in locations including the USA, Japan, and Thailand.

Compensation includes a competitive salary, performance-based bonus and promotion path, flexible benefits, and significant investment in professional development, including executive coaching, certifications, and training.

• 2-5 years of experience in similar roles.
• Experience as a Project Manager, Executive Assistant, or in a similar operational role in a fast-paced environment.
• Experience working in a startup or comparable high-growth, chaotic environment, or experience managing projects end-to-end in a larger company.
• Proven ability to manage multiple projects simultaneously across different functions, such as marketing, finance, and HR.
• Strong judgment and ability to triage ideas, decisions, priorities, and urgent matters independently.
• Discretion and ability to handle confidential information involving founders' inboxes, finances, and hiring processes.
• Strong ownership and follow-through, with a focus on outcomes and project completion.
• Clear, concise executive communication skills, both written and verbal.
• Practical intelligence and ability to develop sensible recommendations in unfamiliar situations.
• Comfort using AI and automation to improve personal productivity and administrative workflows.
• High autonomy, proactive problem-solving ability, and comfort working in a chaotic, fast-paced environment.
• Availability for full working-day overlap with European business hours, preferably within the GMT+1 to GMT+4 time zones.

• Manage the founders' calendars, inboxes, and travel logistics.
• Prepare for and run leadership meetings, tracking all action items through completion.
• Source candidates for priority roles and conduct initial screening conversations.
• Coordinate interviews and candidate communications while maintaining organized ATS and candidate pipelines.
• Support hiring research, outreach, and other People Operations logistics.
• Coordinate with the bookkeeper to keep company finances up to date.
• Conduct market research and support marketing initiatives.
• Handle a continuous stream of ad hoc operational projects.
• Initiate, manage, and complete complex projects across marketing, recruitment, finance, legal, and other functions.
• Work directly with the CEO and CTO to execute strategic initiatives.
• Design and implement processes that organize chaos and improve company operations.
• Think independently, solve problems proactively, and progressively take ownership of broader company coordination.