Executive Assistant to CEO with AI builder experience

We are seeking an experienced and highly organized Executive Administrator to join our growing company. This role will be responsible for managing the day-to-day activities of the CEO, providing high-level administrative support, and ensuring smooth and efficient office operations. The position will also include exposure to light Investor Relations and transaction coordination activities.

The ideal candidate is a proactive self-starter with a strong work ethic, exceptional organizational skills, and the ability to operate in a fast-paced, high-accountability environment. This individual must be detail-oriented, resourceful, and capable of managing multiple priorities with discretion and professionalism—while leveraging modern tools, including AI, to drive efficiency.

Key Responsibilities

Provide high-level administrative support to the CEO and leadership team

Manage complex calendars, scheduling, and meeting coordination

Prepare presentations, reports, and executive communications

Maintain expense reports and assist with general accounting coordination

Process vendor invoices and support payment tracking

Perform data entry and maintain accurate internal records and systems

Utilize AI tools and automation platforms to improve workflows, document creation, and operational efficiency

Assist in building, implementing, and managing AI agents and automated workflows to support business operations, communications, and reporting

Identify opportunities to streamline repetitive tasks through automation and process improvement

Provide basic technical support and troubleshooting as needed

Perform bank reconciliations and assist with financial documentation

Coordinate meetings with third-party consultants (engineers, architects, vendors, etc.)

Handle document notarization, mailing, and courier coordination

Assist with marketing materials including brochures, presentations, and social media content

Support HR-related administrative initiatives and internal processes

Assist leadership with special projects and ad hoc requests

Light Investor Relations & Coordination

Assist in maintaining communication between investors and the corporate team

Assist in responding to investor inquiries in a professional and timely manner

Coordinate with CPA on preparation and distribution of tax documents (K-1s, W-2s)

Assist in updating internal portfolio reports on a periodic basis

Create and/or update presentations and materials as needed

Support entity formations, documentation, and organizational tracking

• 5–10 years of executive administrative experience or similar role
• Strong organizational, time management, and planning skills
• Excellent written and verbal communication abilities
• Ability to manage multiple priorities in a deadline-driven environment
• High level of attention to detail and accuracy
• Strong interpersonal, analytical, and problem-solving skills
• Advanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook)
• Experience using AI tools (e.g., ChatGPT) and automation platforms to improve workflows
• Familiarity with or interest in building AI agents, automations, or workflow systems
• Professional integrity, discretion, and strong sense of ownership
• Self-starter with the ability to work independently and proactively

Preferred (Not Required):

• Experience with automation tools (Zapier, Make, Notion, CRM systems, etc.)
• Exposure to finance, legal, or investment-related documentation
• Experience supporting executives in a fast-paced or entrepreneurial environment

Compensation & Benefits

• Job Type: Full-time
• Salary: $65,000 – $80,000 per year

Benefits:

• Health insurance
• Dental insurance
• Paid time off

Schedule

• 8-hour shift Monday - Friday