Executive Assistant – AI, Project Management

• 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.

• 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.

• Work-from-home opportunity.
• Opportunity to contribute to a growing business by enhancing efficiency and client experience.
• Supportive and collaborative work environment.
• Bonus pay