Founder's Associate/Executive Assistant

Exciting work from home opportunity for a Remote Founder's Associate/Executive Assistant role! This position offers full-time remote work at FaithOnline. What you’ll do: 1) Legal, compliance & entity support You will act as the organizational and compliance gatekeeper across entities. Organize, maintain, and version contracts, NDAs, MSAs, SOWs, and related legal documents across all entities Track signature status, effective dates, renewal dates, and termination notice periods Maintain a centralized contract register (entity, counterparty, term, scope, status) Assist with licensing and regulatory compliance research and tracking (by state, platform, or jurisdiction) Monitor compliance deadlines (renewals, reports, required filings) and flag upcoming actions Coordinate with attorneys, CPAs, and advisors for document requests and follow-ups Prepare intake summaries or draft materials prior to engaging legal counsel Ensure contractor vs. employee documentation alignment (W-9s, agreements on file, classification consistency) 2) Contractor & vendor administration You will maintain structural clarity and vendor hygiene. Track active contractors and vendors by entity (scope, rate, payment cadence, status) Ensure executed SOWs align with actual work being performed Flag scope creep, misalignment, missing approvals, or missing documentation Coordinate invoice collection, review, and approval workflows Maintain clean contractor/vendor lists by entity Light onboarding/offboarding support (docs, access lists, coordination) 3) Accounts payable & payment support (light AP) You will provide execution support after approvals are given (not financial decision-making). Coordinate and process approved payments for contractors and vendors (post-approval) Support payment of select personal/household bills as directed by Founder (post-approval) Track payment schedules and maintain a simple payment log (what, who, entity, date, status) Confirm invoices match approved scope (basic check) and flag discrepancies before payment Communicate with EverLedger as needed to support accurate bookkeeping and payment records (invoice routing, categorization questions, documentation requests) 4) Virtual mailbox & mail management You will keep inbound mail handled, routed, and searchable. Set up virtual mailbox service(s) for Founder and/or designated entities Monitor incoming mail, scan/download, and categorize by entity and type (legal, tax, banking, vendors, etc.) Route items to the appropriate person/vendor/advisor and flag time-sensitive items to Founder Maintain organized digital filing of mail and related documents in the correct folder locations Track any recurring mail items and create a simple “action needed” queue when applicable 5) Cross-entity Founder support (currently not required) If/when needed, you will help reduce cognitive load and keep execution tight. Assist with staying organized across multiple entities (as needed) Track open loops delegated verbally or in passing and keep a running status list Maintain a Founder action list with priorities and next actions Prepare summaries/briefing notes before meetings when requested Capture decisions and next steps from calls when required and route action items 6) Documentation, systems & light ops You will prevent operational entropy and version chaos. Maintain internal folder structures, naming conventions, and basic access organization Keep SOPs, policies, and reference docs current and easy to find in Notion Draft, edit, and clean up internal process docs as needed Ensure a single “latest version” exists for key docs (no duplicates floating around) Light research when requested (tools, vendors, requirements, options) 7) Optional / as-needed support (flexible) You will handle special projects without role drift. Special projects delegated directly by Founder Short-term research or prep tasks Temporary coverage during busy seasons or transitions Ad hoc coordination across teams/contractors/advisors Additional executive/admin support as reasonably requested Working style High trust, high ownership, low ego. Clear written documentation and calm follow-through. Discreet handling of sensitive and confidential information. Strong judgment on what needs escalation vs. what can be handled end-to-end. Skills & experience Experience supporting a founder/executive or small leadership team in a fast-moving environment Strong operational organization (systems, naming conventions, version control, registers/logs) Comfort coordinating with outside counsel, CPAs, and vendors Ability to manage multiple concurrent threads without dropping details Excellent written communication and follow-up

Apply tot his job

Apply To this Job