Executive Assistant with AI & Project Management Experience

We are seeking a highly capable, proactive, and tech-savvy Executive Assistant with strong experience in AI tools, project management, administrative operations, and executive support.

This role will work closely with company leadership to manage day-to-day administrative responsibilities, calendars, inboxes, communications, projects, and operational priorities.

The ideal candidate is highly organized, resourceful, and comfortable using AI and technology to improve workflows, automate repetitive tasks, and increase productivity. This person should also be confident handling phone calls, communicating with clients and team members, coordinating projects, and following up on important tasks without requiring constant supervision.

Requirements

Key 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, including communicating with clients, prospects, vendors, team members, and business partners.
• Screen and prioritize calls, emails, messages, and other communications based on urgency and importance.
• Serve as a reliable point of contact between the executive, internal team, clients, and external partners.
• Assist with day-to-day administrative tasks and ensure important responsibilities are completed accurately and on time.
• Use AI tools such as ChatGPT, Claude, Gemini, Copilot, and other AI platforms to improve productivity, research information, create documents, summarize communications, and streamline workflows.
• Identify opportunities to use AI and automation to reduce repetitive administrative work and improve business processes.
• Create, improve, and maintain AI-assisted workflows, templates, SOPs, prompts, and systems.
• Assist with project management by tracking tasks, deadlines, deliverables, owners, and project status.
• Coordinate multiple projects simultaneously and follow up with team members to ensure deadlines are met.
• Maintain project management platforms such as Asana, ClickUp, Monday.com, Trello, Notion, or similar tools.
• Prepare project updates, reports, meeting notes, action items, and follow-up lists for leadership.
• Track outstanding tasks and proactively remind team members and leadership of upcoming deadlines and commitments.
• Conduct research on clients, prospects, competitors, industry trends, tools, vendors, and business opportunities.
• Prepare presentations, spreadsheets, reports, proposals, documents, and other materials as requested by leadership.
• Maintain organized digital files, documents, contracts, reports, and confidential information.
• Update CRM systems, databases, spreadsheets, and internal records accurately.
• Assist with client and prospect follow-ups, including scheduling calls, sending communications, and maintaining records.
• Support sales, marketing, recruiting, and operational initiatives with administrative and project coordination.
• Assist with recruiting activities, including scheduling interviews, communicating with candidates, maintaining candidate information, and coordinating follow-ups.
• Coordinate travel arrangements, appointments, events, and other executive logistics when needed.
• Monitor and organize executive priorities and proactively identify tasks that require attention.
• Develop and document standard operating procedures and internal processes.
• Help improve team communication, organization, and accountability across ongoing projects.
• Handle confidential information with discretion and professionalism.
• Take ownership of special projects and ad hoc assignments from leadership.
• Proactively identify ways to improve efficiency, organization, communication, and overall executive productivity.

Qualifications & Skills:

• 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 with the ability to communicate professionally with clients, prospects, vendors, and team members.
• 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

Why Join Us?

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

Supplemental Pay:

• Bonus pay