Senior Executive Assistant – AI & Business Operations

• Take complete ownership of executive inboxes, reviewing, prioritizing, and actioning emails
• Draft professional responses using the company’s tone of voice, independently or with Claude AI
• Identify urgent matters, escalate critical communications, and follow up on outstanding items
• Manage executive calendars, schedule meetings, coordinate appointments, and prepare leadership for commitments
• Serve as a point of contact when executives are travelling, on set, or unavailable
• Use Claude and the company’s AI-powered operating systems to support daily operations
• Leverage the AI knowledge base to prepare communications, retrieve information, and automate repetitive tasks
• Stay informed about emerging AI tools and propose workflow improvements
• Maintain accuracy, confidentiality, and sound judgment with AI-generated outputs
• Research, coordinate, and book domestic and international travel, including flights, accommodation, and itineraries
• Organize crew outings, team events, client lunches, agency meetings, and relationship-building functions
• Liaise with venues, suppliers, and service providers while managing changing schedules
• Maintain communication and conduct outreach check-ins with clients, advertising agencies, and key business contacts
• Support business development through follow-ups, introductions, and relationship nurturing
• Track conversations, opportunities, and follow-up actions in monday.com
• Maintain accurate contact records, communication logs, and activity tracking in monday.com
• Organize administrative information, documents, and records
• Provide meeting preparation, research, and general business coordination
• Link leadership with internal teams, production, creative, and operational staff
• Ensure important messages reach stakeholders promptly when leadership is on location or travelling
• Identify and resolve scheduling or communication bottlenecks

• Proven background as an Executive Assistant, Senior Virtual Assistant, Personal Assistant, or similar business support role
• Advanced experience managing high-volume executive inboxes, calendars, complex travel logistics, and client communications
• Strong familiarity with AI tools, specifically Claude, ChatGPT, or comparable platforms
• Comfort operating within an established AI-driven environment
• Hands-on experience using CRM or project management platforms, ideally monday.com
• Exceptional written and spoken English
• Ability to communicate naturally and professionally with New Zealand clients and stakeholders
• Full availability to work full-time during New Zealand business hours and holidays
• High level of discretion
• Strong organizational skills, self-direction, and acute attention to detail
• Previous experience directly supporting founders, directors, or senior executives preferred
• Prior experience working with New Zealand or Australian businesses preferred
• Background within a creative agency, film production, advertising, media, or marketing environment preferred
• Familiarity with client relationship management, business development support, or outbound outreach preferred
• Exposure to AI automation tools, workflow design, or productivity software preferred
• Design or content skills using tools such as Canva or presentation software preferred
• Experience organizing corporate events, client functions, or team activities preferred
• Fun, vibrant, and engaging presence with positive energy
• Outgoing personality comfortable speaking up, asking questions, following up with stakeholders, and bringing fresh ideas
• Forward-thinking, resourceful, and proactive mindset
• Genuine interest in AI, automation, and modern technologies
• Absolute reliability, adaptability, and ability to navigate unpredictable schedules
• Strong understanding of the business impact of relationship management, timely follow-ups, and brand representation

• Full-time independent contractor arrangement
• Remote work
• New Zealand business hours and holidays (9am to 5pm)