Executive Assistant – AI, Project Management
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Job Description
Remote Executive Assistant supporting company leadership with calendars, communications, AI workflows, and projects. Improving administrative efficiency, documentation, and operational follow-through.
Responsibilities:
- Manage and maintain executive calendars, appointments, meetings, and scheduling priorities.
- Coordinate internal and external meetings, including scheduling, confirmations, rescheduling, agendas, and follow-ups.
- Manage executive inboxes by organizing, prioritizing, responding to, and following up on emails and requests.
- Handle inbound and outbound phone calls professionally with clients, prospects, vendors, team members, and business partners.
- Screen and prioritize calls, emails, messages, and other communications.
- Serve as a point of contact between the executive, internal team, clients, and external partners.
- Handle day-to-day administrative tasks and ensure responsibilities are completed accurately and on time.
- Use AI tools to improve productivity, conduct research, create documents, summarize communications, and streamline workflows.
- Identify opportunities for AI and automation to reduce repetitive administrative work and improve business processes.
- Create, improve, and maintain AI-assisted workflows, templates, SOPs, prompts, and systems.
- Track project tasks, deadlines, deliverables, owners, and status across multiple projects.
- Maintain project management platforms and prepare project updates, reports, meeting notes, action items, and follow-up lists.
- Track outstanding tasks and proactively remind team members and leadership of deadlines and commitments.
- Research clients, prospects, competitors, industry trends, tools, vendors, and business opportunities.
- Prepare presentations, spreadsheets, reports, proposals, documents, and other leadership materials.
- Maintain organized digital files, documents, contracts, reports, and confidential information.
- Update CRM systems, databases, spreadsheets, and internal records.
- Support client and prospect follow-ups, sales, marketing, recruiting, and operational initiatives.
- Coordinate interviews, candidate communications, recruiting follow-ups, travel, appointments, events, and executive logistics.
- Monitor executive priorities and proactively identify tasks requiring attention.
- Develop and document standard operating procedures and internal processes.
- Improve team communication, organization, and accountability across ongoing projects.
- Handle confidential information with discretion and professionalism.
- Take ownership of special projects and ad hoc leadership assignments.
- Proactively improve efficiency, organization, communication, and executive productivity.
Requirements:
- Minimum of 3 years of experience as an Executive Assistant, Virtual Assistant, Project Coordinator, Operations Coordinator, or similar role.
- Previous experience supporting an executive, founder, business owner, or senior leadership team is highly preferred.
- Demonstrated experience using AI tools such as ChatGPT, Claude, Gemini, Microsoft Copilot, or similar platforms.
- Strong understanding of how AI can be used for research, content creation, workflow improvement, documentation, and administrative automation.
- Project management experience with the ability to manage multiple projects, deadlines, and priorities simultaneously.
- Excellent written and verbal English communication skills.
- Strong phone communication and customer service skills.
- Advanced proficiency with Google Workspace and/or Microsoft Office.
- Experience with project management platforms such as Asana, ClickUp, Monday.com, Trello, Notion, or similar tools.
- Familiarity with CRM platforms such as GoHighLevel, HubSpot, Salesforce, Zoho, or equivalent systems.
- Strong calendar and inbox management experience.
- Excellent organizational and time-management skills.
- Exceptional attention to detail and ability to follow through on tasks.
- Strong problem-solving skills and ability to work independently.
- Ability to anticipate needs, take initiative, and proactively identify solutions.
- Comfortable learning and implementing new software, systems, and technology.
- Ability to manage confidential information with discretion and professionalism.
- Strong ability to prioritize urgent and high-impact tasks while maintaining accuracy.
- Highly dependable, resourceful, and adaptable in a fast-paced business environment.
- Willingness to take ownership of responsibilities rather than waiting for step-by-step instructions.
Benefits:
- Work-from-home opportunity.
- Opportunity to contribute to a growing business by enhancing efficiency and client experience.
- Supportive and collaborative work environment.
- Bonus pay
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