Executive Assistant

Job Summary:
There’s an open role here for a highly organized, proactive Executive Assistant to give senior-level support to a busy business owner. You’ll manage email and calendar, coordinate scheduling and follow-ups, keep the team’s task list on track, and use AI tools to streamline daily operations. You’ll suit this role if you’re tech-savvy, take initiative, and are comfortable acting as a trusted right hand.

Key Responsibilities:

• Manage and prioritize the inbox, watching incoming emails and flagging or handling urgent items
• Run the calendar and schedule meetings and appointments, including personal ones
• Join calls and meetings when needed and follow up on action items afterward
• Manage the team task list, tracking deadlines and following up so work keeps moving
• Create and send newsletters using AI tools
• Set up the HubSpot CRM and improve its layout and organization
• Make updates to the company website
• Find opportunities to automate and improve workflows with AI
• 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 updating websites on common platforms (such as WordPress or similar)
• Proactive, resourceful, and able to anticipate needs without being asked
• Steady, thorough, and self-starting
• Strong written and verbal communication skills

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
• Previous experience working with clients or teams in US time zones
• Able to manage several projects without dropping any

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’ll have room to take initiative, put your tech and AI skills to use, and grow into an even more strategic position over time.