Executive Assistant

About the Opportunity

Replika is hiring an Executive Assistant to support its CEO and VP of Operations in a fast-moving, globally distributed AI company.

This is a fully remote role listed across multiple locations. The position is highly operational and hands-on, covering executive calendar and inbox management, travel, immigration paperwork, hiring coordination, vendor follow-up, executive communications, and day-to-day operational execution.

What You’ll Do

• Manage the CEO’s calendar and inbox and make sure external meetings are properly confirmed and prepared.
• Prepare concise executive briefs ahead of meetings, including relevant context, expected questions, and useful background information.
• Provide proactive status updates that clearly explain what is done, what is blocked, and what happens next.
• Coordinate international travel, visa appointments, immigration documentation, apostilles, counsel, flights, hotels, and ground transportation.
• Own one-off operational tasks such as vendors, purchases, deliveries, signatures, and document coordination from start to finish.
• Identify work that is at risk of stalling and proactively move it forward.
• Draft short messages in the CEO’s voice when requested, including candidate outreach, media responses, introductions, and social messages.
• Support hiring logistics across multiple time zones and keep recruiting systems current.
• Close completed tasks visibly so stakeholders do not need to follow up.

Required Experience

Replika is looking for someone with approximately three to five or more years of experience as an Executive Assistant, Personal Assistant, or Operations Coordinator supporting a founder or C-level executive, ideally in a small, fast-moving company.

Candidates should be highly accurate under pressure, proactive, discreet, and comfortable independently prioritizing a large volume of operational work.

Communication and Executive Support

Exceptional written English is required, including the ability to draft communications in another person’s voice rather than relying on generic templates.

The role also requires strong judgment, anticipation of follow-up needs, and the ability to communicate clear recommendations when priorities compete.

Tools and Working Style

Candidates should be comfortable with Google Workspace, Slack, Notion, and Zoom and should already use AI tools in their day-to-day work.

Because the CEO works across Tbilisi, Paris, and San Francisco, the successful candidate must be comfortable working into the evening on Central European Time and coordinating across multiple time zones.

Preferred Background

Additional useful experience includes business immigration and visa paperwork, Schengen or other consular processes, apostilles, end-to-end hiring coordination, agency management, ATS administration, first-operations-hire experience, and supporting executives across multiple time zones.

Remote Work

This role is listed as fully remote across multiple locations. Replika does not publish a specific country list on the vacancy, so WorkinVirtual should not infer unrestricted worldwide eligibility.

Compensation

Replika does not publish a numerical salary range for this opportunity.

About Replika

Replika develops a consumer AI companion product designed around ongoing conversation and personal interaction.

Candidates applying through WorkinVirtual will be directed to Replika’s official careers page. WorkinVirtual is not the employer and does not accept applications for this opportunity.