Executive Assistant

• Manage a high volume of professional correspondence, prioritizing and responding on behalf of the executive as needed.
• Draft, proofread, and format internal and external communications, ensuring clarity and professionalism.
• Act as a gatekeeper, screening requests to safeguard executive time.
• Cultivate positive relationships with clients, partners, board members, stakeholders and internal teams.
• Act as the primary point of contact for the Executive, managing internal and external communications
• Facilitate smooth communication between different departments and organizational levels

• Manage intricate calendars for senior executives, coordinating internal and external meetings across various time zones.
• Schedule, organize, and prepare materials for meetings, conferences, and presentations.
• Proactively identify and resolve scheduling conflicts to optimize executive time.
• Coordinate travel arrangements, including flights, accommodations, and detailed itineraries.
• Process and monitor expense reports, ensuring adherence to company policies.
• Arrange executive-level meetings, including board meetings, strategic planning sessions, and conferences.
• Manage logistics for corporate events and off-site meetings.

• Utilize AI-powered tools (such as Calendly, ChatGPT, Notion, and task automation platforms) to optimize scheduling, task management, and document preparation.
• Automate routine tasks and implement process enhancements to boost executive productivity.
• Evaluate and recommend AI tools that can streamline executive support and administrative workflows.

• Assist in managing strategic initiatives and special projects, tracking milestones and deadlines.
• Prepare executive reports, presentations, and data-driven analyses.
• Support cross-functional collaboration between departments to ensure alignment on key initiatives.
• Follow up on action items from meetings to ensure timely completion.

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Ensure compliance with company policies and regulatory requirements.
• Proactively identify potential risks and offer solutions to mitigate administrative challenges.

• Maintain executive office systems and processes
• Manage document filing systems, both digital and physical
• Coordinate procurement of office supplies and equipment
• Assist in budget tracking and expense management

• Bachelor’s degree in Business Administration, Communication, Management, or a related field.

• 8+ years of executive assistant experience in a fast-paced environment
• Proven track record of supporting C-level executives
• Exceptional organizational and time management skills
• Experience in an AI-driven, or technology-driven organization is a plus.
• Proven experience managing executive-level tasks and confidential information.

• Advanced proficiency in Microsoft Office Suite, Google Workspace, and project management platforms (e.g., Asana, Trello, Monday.com).
• Experience using AI-powered productivity tools (such as ChatGPT, Calendly, Notion, and Zapier) to automate and enhance administrative tasks.
• Strong organizational and time management skills with the ability to prioritize multiple tasks.
• Excellent verbal and written communication skills.
• High emotional intelligence (EQ) and the ability to work collaboratively with diverse teams.
• Strong problem-solving and decision-making skills.

• Experience working with globally distributed teams in a fast-paced environment.
• Familiarity with CRM systems (e.g., Salesforce, HubSpot) and collaboration tools (e.g., Slack, MS Teams).
• Certification in executive support, project management (PMP), or AI process optimization is advantageous.

• Hybrid/remote-friendly with occasional in-office requirements.
• Flexibility to accommodate multiple time zones and global operations.
• Ability to thrive in a high-growth, high-volume environment.

• Competitive salary based on experience and qualifications.
• Comprehensive benefits package, including health insurance, PTO, etc.
• Professional development opportunities.

• Work alongside top executives in a rapidly growing, AI-powered organization.
• Be part of a future-focused company that values innovation, collaboration, and growth.
• Enjoy opportunities for advancement and professional development in a dynamic, fast-paced environment.

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