About

This role exists to give a high-level executive back their time and headspace by taking full responsibility for the daily flow of their calendar, inbox, travel, and follow-ups. You'll sit close to the executive, learn how they think, and become the person who keeps their days moving in the right order. You'll have ongoing coaching, clear standards, and a dedicated Success Manager behind you so you can focus on doing excellent work and growing in the role.

This is not freelance or short-term work. It's a dedicated, full-time role designed for meaningful impact, stability, and professional growth as a trusted right hand to a senior leader.

Responsibilities

• Assist with managing the executive's calendar day to day, scheduling and rescheduling meetings, protecting focus time, and making sure the week reflects what actually matters most
• Assist with managing the executive's email inboxes by triaging what comes in, flagging what needs their attention, drafting replies where appropriate, and driving toward inbox zero as a steady rhythm
• Book flights and hotels accurately the first time, aligning travel with the executive's schedule, preferences, and priorities so nothing slips through the cracks
• Coordinate meetings end to end, from confirming attendees and sending agendas to capturing next steps and following up so decisions and action items don't stall
• Assist with priority management by keeping a clear view of what's urgent, what's important, and what can wait, and surfacing that view to the executive at the right moments
• Blend recurring rhythms (daily inbox triage, weekly look-aheads, standing meetings) with ad hoc requests as priorities shift, staying proactive rather than reactive throughout the week
• Use AI tools like Claude and ChatGPT to draft, summarize, and move faster on repetitive work, while keeping your own judgment on what actually reaches the executive

Qualifications

• Proven experience as an executive assistant supporting a senior leader on calendar, inbox, travel, and meeting coordination (must-have)
• Hands-on proficiency with Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive (must-have)
• Strong AI tool literacy, comfortable using Claude and ChatGPT to draft, summarize, and speed up daily work (must-have)
• Track record of managing a busy inbox to a near-zero state without losing important threads (must-have)
• Experience booking domestic and international flights and hotels with accuracy and attention to preferences
• Exceptional written and verbal English communication skills, with the discretion to represent an executive well
• Proactive mindset with the ability to anticipate needs, follow up without being asked, and hold the line on priorities
• Background supporting founders, C-suite, or family office leadership preferred

Tools You'll Use

• Productivity Suite: Google Workspace, including Gmail, Calendar, Docs, Sheets, and Drive (must-have)
• AI Assistants: Claude and ChatGPT (must-have)

Benefits

• Competitive salary
• Paid US holidays
• Paid wellness days
• Health & wellness allowance
• Monthly profit sharing
• Long-term placement with real growth
• Continuous upskilling in AI and Executive Support
• Dedicated success coaching and support