Executive Assistant – C-Level Executive

Job Summary

We are looking for a highly organized, proactive Executive Assistant to provide senior-level support to a busy business owner. You will manage email and calendar, coordinate scheduling and follow-ups, keep the team’s task list on track, and use AI tools to streamline day-to-day operations. The ideal candidate is tech-savvy, takes initiative, and is comfortable operating as a trusted right hand.

Key Responsibilities

• Manage and prioritize the inbox, including monitoring incoming emails and flagging or handling urgent items
• Manage the calendar and schedule meetings and appointments, including personal appointments
• Join calls and meetings as needed, and follow up on action items afterward
• Manage the team task list, tracking deadlines and following up to keep work moving
• Create and send newsletters using AI tools
• Set up and improve the layout and organization of the HubSpot CRM
• Make updates to the company website
• Identify opportunities to use AI to automate and improve workflows
• Coordinate with clients and team members across different time zones

Mandatory Skills

• Proven experience as an Executive Assistant or in a similar senior administrative role
• Excellent email and calendar management skills, including scheduling across time zones
• Strong working knowledge of AI tools (such as ChatGPT or similar) and how to apply them to daily work
• Experience with HubSpot or a comparable CRM
• Experience making website updates on common platforms (such as WordPress or similar)
• Proactive, resourceful, and able to anticipate needs without being asked
• Reliable, detail-oriented, and able to work independently
• Strong communication skills, both written and verbal

Preferred Skills

• Experience supporting a business owner or C-level executive
• Experience in the travel or hospitality industry
• Experience creating newsletters and email campaigns
• Familiarity with task management tools
• Prior experience working with clients or teams in US time zones
• Ability to manage multiple projects simultaneously

Why Join Us

This is a great opportunity to work closely with a business owner and play a key role in how the business runs. You will have room to take initiative, use your tech and AI skills, and grow into an even more strategic position over time.

Work Schedule

5 days a week, 4 hours per day (20 hours a week), Eastern Time (New York). _Exact hours to be confirmed with the client._