Executive Assistant (AI Industry)

JOB DETAILS

Job Title: Executive Assistant

Location: Remote

Work Shift: UK timezone

Working Hours: 32 hours per week, 4 day work week (Full-time, Mon-Thur)

Job Description:

We are seeking an Executive Assistant to serve as the right hand to our executive, driving the implementation of key projects and initiatives. This role involves coordinating with team members, managing communications, and ensuring seamless execution of tasks. Responsibilities include project implementation, guest outreach for the company podcast, and booking travel arrangements. This is a dynamic position that requires exceptional organizational skills, proactive communication, and the ability to manage multiple priorities effectively.

Key Responsibilities:

• Serve as the executive’s right hand to implement critical projects and initiatives.
• Develop and maintain project plans, ensuring milestones are met on time.
• Track progress, identify potential issues, and propose solutions to keep projects on course.
• Act as a liaison between the executive and the broader team, ensuring clear and timely communication.
• Disseminate information, updates, and directives related to ongoing projects.
• Foster collaboration across departments to achieve organizational goals.
• Enhance the CEO’s profile - i.e. Identify and reach out to potential guests to join the organization’s podcast, and seek to secure guest appearances on other shows.
• Managed guest relations, including scheduling and follow-ups, and ensured a seamless onboarding process.
• Manage and work to secure speaking engagements at industry events
• Research and book flights, accommodations, and transportation for the executive and, as needed, for team members.
• Prepare detailed itineraries and ensure all travel needs are met efficiently.
• Manage the executive’s calendar, scheduling appointments and meetings.
• Handle correspondence, meeting follow-ups, emails, and documentation with accuracy and professionalism.
• Assist with miscellaneous administrative tasks as required.
• It is likely that the responsibilities will evolve as the company does. As a small start up team with 8 people it is dynamic and changing rapidly.

• Proven experience as an Executive Assistant or in a similar role, preferably supporting senior leadership.
• Strong project management and organizational skills.
• Exceptional verbal and written communication abilities.
• Proficiency in office tools such as Google Workspace, Slack, Clickup, Hubspot, and project management software.
• Ability to multitask and prioritize in a fast-paced environment.
• Discretion and confidentiality in handling sensitive information.
• Experience in guest relations, event coordination, or podcast management is a plus.
• Self-motivated with a proactive and resourceful approach to problem-solving.