Executive Assistant
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Job description
Executive Assistant to the CEO
About the Company
Our client is a global summit and media platform focused on the intersection of AI and creativity. They bring together senior brand leaders, artists, technologists and creative agencies through curated events and year-round media.
- Flagship summits in New York (Spring) and Los Angeles (Winter)
- Pop-up activations at major industry conferences, including Cannes Lions
- A global dinner series
- Year-round media: newsletter, podcast, social, editorial and virtual programming
- Partners and sponsors include leading companies across AI, technology, creative software and media
- Small, senior, founder-led team in a strong growth phase
Position Overview
- Reports to: Founder & CEO
- Type: Full-time
- Location: Remote, with EST/PST overlap
- Travel: Occasional, for flagship summits and select events (travel covered)
- Start date: ASAP
About the Role
We are looking for an Executive Assistant to manage the CEO's time, communications and day-to-day operations, allowing the CEO to focus on partners, artists and key relationships.
- Calm, highly organized and proactive profile
- Trusted with the CEO's schedule, communications, personal logistics and key relationships
- Works closely with the CEO, Account Manager, Producer, Programming Lead, Marketing Lead and bookkeeper
Key Responsibilities
Calendar Management
- Manage the CEO's calendar end to end across multiple time zones (New York, LA, Europe, Asia)
- Protect focus time and ensure every meeting has a location or link and the right preparation
- Screen incoming meeting requests and decide what gets on the calendar, redirecting or declining the rest
- Coordinate scheduling across the team and external partners
Inbox & Communications
- Triage two inboxes daily
- Draft replies in the CEO's voice and resolve what can be handled directly
- Escalate priority emails to the CEO within 24 hours
Follow-Up & Task Management
- Capture next steps after every meeting and draft follow-ups for approval
- Schedule the next touchpoint within one day
- Maintain a single task tracker with clear owners and due dates
- Run a weekly review with the CEO
- Send a daily recap covering completed work, items in progress and decisions needed
Vendor & Finance Admin
- Send and follow up on invoices
- Manage contractor paperwork and receipts
- Prepare information requested by the bookkeeper and advisors
On-Site Event Support
- Travel to summits and select events to manage the CEO's schedule on-site
- Greet VIPs and speakers and keep the day running smoothly
Requirements
Experience
- 3+ years as an Executive Assistant to a founder, CEO or senior executive
- Experience independently managing an executive's calendar, inbox and travel
- Background in a fast-paced environment such as a startup, agency, events or media company
- Experience with conferences or summits is a plus
- Experience handling sensitive personal and financial information
Skills
- Excellent written communication, with the ability to adapt to someone else's voice
- Comfortable using AI tools in daily work (no technical building required)
- Strong organizational skills and a love of systems, trackers and routines
- Ability to prioritize and stay calm during high-volume periods
- Good judgment on when to act independently and when to escalate, always with context and a recommendation
- Genuine interest in art, design, technology, entertainment and creativity
Growth Opportunities
- Long-term position, not a short-term placement
- Scope expands as the company scales
- Potential path into a Chief of Staff or Operations role
Originally posted on Himalayas
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