Executive Assistant

Job Description

Job Description

Salary:

Position Overview

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide direct support to executive leadership. This role requires exceptional judgment, discretion, follow-through, and the ability to manage competing priorities in a fast-moving environment.

The ideal candidate is not simply an administrative support professional, but a strategic operational partner who can help create structure, anticipate needs, manage communication, improve workflows, and use modern AI tools to increase efficiency across the organization.

Key Responsibilities

• Executive Support
• Manage complex calendars, meetings, schedules, appointments, and travel arrangements.
• Prioritize executive time by filtering requests, identifying conflicts, and ensuring the executive is prepared for key meetings and decisions.
• Prepare meeting agendas, briefing materials, follow-up notes, and action item tracking.
• Coordinate internal and external communications with professionalism, accuracy, and discretion.
• Handle confidential information with sound judgment and absolute integrity.
• Serve as a trusted liaison between the executive, internal teams, clients, partners, board members, vendors, and community stakeholders.

Communication and Coordination

• Draft, edit, and proofread emails, letters, memos, presentations, reports, and other executive communications.
• Track commitments, deadlines, approvals, and follow-ups to ensure nothing falls through the cracks.
• Coordinate meetings, events, board materials, client engagements, and special projects.
• Help manage relationships by maintaining contact lists, notes, correspondence history, and follow-up schedules.
• Ensure executive communications are timely, polished, and aligned with organizational priorities

Operations and Project Management

• Create and maintain systems for task tracking, document management, workflow organization, and project follow-through.
• Support cross-functional initiatives by coordinating timelines, gathering updates, and keeping stakeholders accountable.
• Identify operational inefficiencies and recommend improvements.
• Assist with vendor coordination, contracts, invoices, expenses, and basic administrative finance processes.
• Manage special projects as assigned, including research, planning, reporting, and implementation support.

AI and Technology Enablement

• Use AI tools to improve executive productivity, including drafting, summarization, research support, meeting preparation, document organization, and workflow automation.
• Assist in creating AI-assisted systems for recurring administrative tasks, content preparation, knowledge management, and internal communication.
• Maintain familiarity with tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, Google Workspace AI tools, Notion AI, or similar platforms.
• Use AI responsibly, with strong judgment around confidentiality, accuracy, tone, and data privacy.
• Help evaluate and implement new tools that improve executive operations, scheduling, communication, and team productivity.
• Create prompts, templates, and repeatable processes that help the executive and broader team work more efficiently.

Required Qualifications

• 5+ years of experience as an Executive Assistant, Chief of Staff, Senior Administrative Assistant, Operations Coordinator, or similar role.
• Proven ability to support senior executives, founders, CEOs, or board-level leaders.
• Exceptional organization, attention to detail, and follow-through.
• Strong writing, editing, and communication skills.
• High discretion and professionalism when handling confidential or sensitive information.
• Ability to manage multiple priorities without losing accuracy or momentum.
• Strong proficiency with Google Workspace, Microsoft Office, calendar systems, project management tools, and communication platforms.
• Comfort using AI tools for productivity, research, writing, summarization, and workflow improvement.
• Ability to work independently, solve problems, and make sound decisions without constant direction.

Preferred Qualifications

• Experience supporting a founder, entrepreneur, publisher, nonprofit executive, community leader, or high-growth organization.
• Experience with board communications, event coordination, client-facing communication, or investor/stakeholder relations.
• Familiarity with CRM systems, project management platforms, and document management systems.
• Demonstrated ability to create structure in fast-moving or entrepreneurial environments.
• Experience developing AI-enabled workflows, templates, automations, or internal productivity systems.

Ideal Candidate Profile

• The successful candidate will be calm under pressure, highly responsive, intellectually curious, and deeply reliable. They will have the ability to see around corners, anticipate needs, and bring order to complexity.
• This person should be equally comfortable managing a calendar, preparing a board packet, drafting a polished email, coordinating an event, researching a topic, organizing a workflow, or using AI to make an executive more effective.
• They should bring a high standard of excellence, a service-oriented mindset, and the confidence to take initiative.

Core Competencies

• Organization and prioritization
• Attention to detail
• Clear written communication
• Confidentiality and discretion
• Executive judgment
• Calendar and inbox management
• Project coordination
• AI-assisted productivity
• Problem-solving
• Follow-through and accountability
• Adaptability in a fast-paced environment

Compensation

Compensation will be commensurate with experience and qualifications.

How to Apply

Interested candidates should submit a resume and a brief cover letter outlining their executive support experience, organizational strengths, and experience using AI or technology tools to improve productivity.