Executive Assistant to the Founders

Company: The Vault NYC

Founder support + business operations · Remote · Full-time · English-only
Posted in English by design. If reading and responding to this in fluent, professional English isn't effortless for you, this isn't the right role.
THE ROLE
The Vault NYC is a luxury acquisition business operating between Barcelona and New York. Our founders run many projects at once — sourcing, client work, operations, brand, and growth — and move fast.
We are not looking for someone to wait for instructions and execute them. We're looking for a thinking partner: someone who can take an ambiguous goal, figure out the steps without being walked through them, spot what's about to fall apart before it does, and bring order to two busy founders' world.
Your primary job is judgment — keeping the founders organized, prioritized, and moving. Alongside that, you'll own the day-to-day operations of our digital storefront (detail below). If you need every task broken into bullet points before you can act, please don't apply. If you're the person who quietly fixes the problem nobody asked you to look at, keep reading.
WHAT YOU'LL DO — SUPPORTING THE FOUNDERS (your core focus)
* Run the calendar across every horizon — daily priorities, weekly plan, monthly checkpoints, quarterly goals, and the annual view — so the founders always know what matters today and what's coming next.
* Triage and close projects. Track every open workstream, decide (with sound reasoning) what's most urgent, push items to completion, and shrink the "open" list. You make the first call on priority.
* Own follow-ups and accountability. Chase outstanding items, send proactive reminders, and make sure decisions actually get acted on.
* Prepare a daily start-of-day priority brief and an end-of-day review so nothing carries over silently.
* Manage inbox and communications — flag what's urgent, draft polished client-facing replies, and keep the founders out of low-value back-and-forth.
* Coordinate travel and logistics across multiple cities and time zones — flights, hotels, scheduling, the works.
* Keep recurring deadlines on the radar — compliance, filings, renewals, client commitments — and surface them early, never late.
* Build and improve the systems (task boards, trackers, SOPs) that keep all of the above running. We expect you to make these better over time, not just maintain them.
YOU'LL ALSO RUN OUR DIGITAL STOREFRONT (a real part of the role)
A meaningful slice of the week is keeping our e-commerce inventory accurate, polished, and current across platforms. This isn't busywork — it's how you'll learn the business inside out, and it's the work you'll eventually hand off as the role grows (see "Where this role goes").
* Maintain product listings (photos, descriptions, pricing, metadata) across Shopify, Vestiaire Collective, Grailed, and other channels — listing new products promptly and keeping existing ones accurate.
* Run weekly pricing reviews and adjust marketplace prices to strategy and platform fees.
* Perform monthly platform audits — confirm current inventory is listed correctly, sold/archived items are removed promptly, and titles, tags, and categories stay optimized.
* Review, crop, and adjust product images to our brand's aesthetic standards.
* Keep clean documentation of listings, edits, and platform changes in shared trackers.
* Hold the line on confidentiality with high-value and unreleased inventory.
WHAT WE'RE LOOKING FOR
* Exceptional English (C2 / near-native), written and spoken. Non-negotiable. You'll draft client-facing communication with zero hand-holding and speak comfortably on calls with the founders and US-based clients. Your English should be so clean the reader never has to work to understand you.
* Fluent with Claude (and AI tools generally). You already use Claude in your daily work and use it well — you know how to brief it, push back on weak output, and turn it into leverage. This is a hard requirement, not a bonus. It tells us how you think.
* Independent judgment. You take a goal, not a checklist, and figure out the rest. You make decisions and explain your reasoning rather than asking "what next?" at every step.
* Anticipation. You see what's needed before being told and act on it.
* Calm persistence. You're comfortable nudging busy founders who juggle many things at once — unprompted.
* Impeccable attention to detail. Listings, calendars, and communications go out error-free and polished.
* Discretion. Total trustworthiness with confidential business and client information.
* Required tool fluency: Shopify and Google Workspace. You're fluent in Shopify backend work (products, collections, metafields, settings) and across Google Workspace (Docs, Sheets, Gmail, Drive). These are hard requirements — you'll be in both daily from week one.
* Systems fluency more broadly. Comfortable with project-management and calendar tools (Notion, Asana, Trello, or similar) and quick to learn new ones.
* Reliable availability during the coverage window below — you're reachable and responsive when the founders need you.
* Proven longevity. A track record of committing to roles for at least a year. We're hiring for the long term.
THIS ROLE IS NOT FOR YOU IF…
* You need each task spelled out before you can start.
* You wait to be told what's most important instead of forming a view.
* Your English requires the reader to do extra work to understand you.
* You see a problem outside your assigned task and walk past it.
* Detailed, repetitive accuracy work (like listing audits) frustrates you — part of this role rewards patience and precision.
NICE TO HAVE
* Background or strong interest in fashion, luxury goods, resale, or e-commerce merchandising.
* Experience as a chief-of-staff, EA, or operations lead for a founder running multiple concurrent projects.
* Experience with resale platforms (Vestiaire Collective, Grailed, eBay, Depop, or similar).
* Familiarity with listing SEO, photo-editing tools (Canva, Photoshop, PhotoRoom), or pricing/margin/platform-fee structures.
WHERE THIS ROLE GOES
This is the ground floor of a growing multinational business, and the role is built to grow with it. As we scale, it's designed to evolve into a Chief of Staff position — managing the founders' affairs end to end and overseeing a virtual admin below you who takes on the merchandising and data-entry work you're doing today.
In other words: the operational work isn't the ceiling. It's how you'll learn every corner of the business before you're the one running it and delegating it. High performers can expect expanded responsibilities, advanced training, and a long-term seat as we grow.
DETAILS
* Location: Fully remote.
* Schedule: Full-time. Core hours: 8:00am–1:00pm New York time, Monday–Friday — you're reachable and respond within 1–2 hours during this window. The remaining hours are flexible and can flex with our Barcelona/New York rhythm (we split time between the two cities).
* Compensation: Competitive, paid in USD (via Deel, Wise, or PayPal) regardless of where you're based — a real advantage if your local currency is unstable. Rate discussed during the process and based on experience. 90-day review with potential raise; performance-based raises and bonuses thereafter.
HOW TO APPLY — read carefully
Applications that don't follow these steps won't be reviewed (that's the first test).
Send the following to admin@shopvaultnyc.com:
1. A 60–90 second self-recorded video or voice memo introducing yourself in English. (We need to hear how you communicate — record it however is easiest for you: phone video, voice memo, Vocaroo, WhatsApp voice note, or a Google Drive / unlisted YouTube link.)
2. Your CV.
3. Written answers to all four questions below — keep each under 150 words:
* Tell me about something you fixed or improved that nobody asked you to. What made you decide to act?
* The founders are traveling, slow to respond, and three things blow up at once: a client is upset about a delayed order, a listing went live with the wrong price, and a flight needs rebooking in the next hour. You can only start one. Which, and why?
* How do you decide what's worth interrupting a founder for versus handling yourself or saving for later?
* Walk me through a task you handed to Claude (or another AI tool) that didn't come back right the first time. How did you fix it?
Optional: links or screenshots of Shopify stores, listings, or e-commerce work you've done.
We're reading these answers for one thing: how you think.

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