Operations Assistant to the Founder

Vlad Yanchenko is the founder of a technology startup building a platform for creating and training digital agents using advanced AI solutions.

The company is at an early discovery stage with a compact team of three: Vlad is based in California, his co-founder in Poland. No bureaucracy, no endless meetings — just speed, flexibility, and focus on the product’s core.

The Operations Assistant will be a key support function: handling administrative and operational tasks so the founders can concentrate on product development, fundraising, and strategy.

Tasks: 80% business tasks, 20% personal tasks.

Responsibilities:

Business tasks:

• Prepare documents, issue invoices.

• Register employees in California, obtain required numbers.

• Liaise with law firms (e.g. UK visa processes).

• Communicate with tax agents and provide necessary data.

• Create job postings, complete accelerator forms.

• Build tables for VC fundraising and Twitter influencer research (via tools and manually).

• Research information online (lawyers, visas, services).

• Test applications as a user on different devices, log issues.

• Coordinate with developers, product managers, and vendors.

• Organize equipment moves, source office space in Warsaw or Wrocław.

• Keep Google Drive and Notion organized and up to date.

Personal tasks:

• Arrange medical appointments in the US.

• Handle storage matters (sorting, selling, relocating items).

• Occasional errands: emails, calls, simple personal requests.

What we’re looking for:

• Proven experience as a Business Assistant, Project Manager, or Team Assistant, ideally in tech startups with fast-moving environments.

• Technical or strong economics background to quickly understand terminology and logic of processes.

• Confident working with legal and tax consultants; basic grasp of finance, tax, and marketing concepts.

• Fluent English (C1) for written and spoken communication with US and EU partners.

• Digital native; hands-on with Google Workspace, Notion, Slack/Discord, plus AI tools (ChatGPT, Gemini, Presearch, etc.).

• Highly structured and detail-oriented — able to turn scattered tasks into a clear system.

• Proactive, independent, and solution-oriented; able to take ownership without micromanagement.

• Critical thinker with sound judgment, able to evaluate information and spot risks.

• Strong communication skills; open, transparent, comfortable driving communication forward.

Conditions

• Format: remote.

• Location: candidates must be based outside Russia and Belarus.

• Schedule: 12 am - 9 pm UTC-0; flexible availability in evenings and some weekends.

• Compensation: $2,500–3,000 gross. Paid in USD via Wise or Deel. Salary review possible every 6 months.

• Contract type: contractor or employee via Shield/Deel (depending on region).

• Vacation: 3 paid weeks per year.

• Holidays: only New Year’s Day fixed; otherwise international schedule.

• Growth: potential to expand responsibilities; as the team grows, manage another assistant or evolve toward Project Manager/COO responsibilities.