System & Life Ops Assistant

About the Role

Im looking for a sharp, detail-driven assistant to help manage the business of my life and the life inside my business. As a Managing Partner at Kinship Ventures, I work across venture, brand, culture, and creative ecosystems and I need someone to help organize, streamline, and support both my personal and professional world.

This is a hybrid role: part executive support, part logistics manager, part operations thinker. You'll be responsible for keeping everything moving from managing calendars and coordinating travel, to handling personal errands, documenting processes, and experimenting with AI tools.

In addition to Kinship, we are building an internal initiative called Trolley an experimental intelligence layer designed to capture how founders and GPs think, decide, and operate across work and life. It's not a product (yet), but it's becoming core to how we run the fund. You'll be actively involved in shaping and testing early workflows, helping build systems that could eventually support not just our team, but the 100+ founders we've backed.

This is not a stepping-stone job or an EA role in disguise. It's a critical position for someone equal parts reliable, tech-savvy, thoughtful, and proactive. You should be just as comfortable booking a wellness appointment as you are tagging and summarizing a transcript from a founder strategy call.

You must be a self-starter, someone who previously worked in fast-moving, founder-led, or startup environments, and who deeply understands the professional expectations, urgency, and discretion that come with supporting high-output executives who've built and scaled companies before.

Responsibilities

1. Personal and Family Logistics

You'll manage and streamline the infrastructure of day-to-day life.

Maintain the full family calendar: appointments, travel, wellness, birthdays, events

Coordinate complex travel: flights, hotels, restaurants, ground transport

Handle personal errands: research, gifting, sourcing, returns, medical appointments

Track and manage prescriptions, leases, subscriptions, household vendors

Maintain clarity across systems: Google Calendar, ClickUp, 1Password, Airtable, and Drive

2. Executive Operations Support

You'll be the point person for keeping things on time and on track.

Manage calendar flow, solve conflicts, and anticipate needs before they arise

Handle inbox triage, follow-ups, and sensitive communications

Prepare agendas, briefing docs, summaries, and meeting recaps

Communicate with high-profile contacts and stakeholders with discretion

3. Workflow + Systems Intelligence

You'll bring operational clarity to our fast-moving internal ecosystem.

Work across Notion, ClickUp, Slack, Google Drive, Fathom, HubSpot, Airtable, Canva, and Figma

Tag, summarize, and synthesize voice notes, Zoom recordings, and meeting threads

Build templates, SOPs, and system documentation

Experiment with and implement lightweight AI tools like ChatGPT, Wispr, Perplexity

Contribute to testing and shaping early Trolley AI workflows

4. Brand, Content, and Event Coordination

You'll help keep creative and visibility work moving smoothly.

Manage event RSVPs, speaker bios, travel logistics, press kits, and follow-ups

Format decks, newsletters, speaker materials, and written documents (Canva or Google Slides)

Coordinate small events or high-touch relationship moments

What Were Looking For

• Detail-oriented and systems-minded you love clarity, structure, and smart tools
• Strong communicator especially in writing: crisp, concise, and thoughtful
• Self-directed and self-managed you don't wait for permission to move
• Professional and composed understanding how to represent a founder at a high level
• Tech-fluent proficient or fast learner with tools like Notion, ClickUp, Canva, Figma, Airtable, Slack, HubSpot
• Comfortable managing up and navigating both personal and professional dynamics
• Unbothered by doing real assistant work this includes calendaring, errands, and logistics
• Curious about how top leaders operate across business and life and eager to learn from the inside

Preferred Experience

• 25 years in executive support, operations, logistics, or high-functioning assistant roles
• Experience working in a startup or founder-led company
• Familiarity with personal scheduling, family coordination, and complex logistics
• Exposure to AI tools or interest in learning how to build smarter workflows

Why This Role

• This role sits at the center of how a high-output leader operates across investing, brand, content, and systems thinking. 
• You'll learn how a fund and founder operate from the inside out
• Be part of building Trolley AI, an internal platform for founder intelligence
• Contribute to the real-time evolution of how early-stage companies operate
• Build muscle in logistics, communication, automation, and judgment
• Have access to the latest tools and thinking shaping the future of work

This is a role for someone with ambition and humility. Someone who can manage personal tasks with precision and bring structure to complex systems. Someone who wants to support a leader while learning how to lead.

Job Details

Location: Remote (EST or PST preferred)
Schedule: Full-Time (40 hrs/week)

PLEASE APPLY HERE: https://forms.clickup.com/9017085020/f/8cqbk2w-53077/HVAB0AHLRX1M8HQP57