Executive Assistant – Project Management, AI Focused

Role Overview

• Watch meeting recordings (or attend live when needed)
• Distill meetings into accurate, prioritized action items
• Ensure each action item has:
• clear owner
• due date (when appropriate)
• priority level
• correct project placement
• enough context for the assignee to execute
• Follow through until tasks are fully complete, not “kind of done”
• Take control of projects quickly and confidently
• Track progress, dependencies, and blockers
• Proactively move work forward by updating:
• stakeholders
• documents
• contractors (editors, designers, etc.)
• timelines and project plans
• View tasks empathetically from the client’s perspective
• Reduce friction for the client by anticipating needs and clarifying next steps
• Keep communication crisp, considerate, and confidence-building
• Operate as a power user in:
• ClickUp (task hygiene, views, statuses, priorities, due dates, docs/wiki)
• Slack (external comms; clear and professional)
• Microsoft Teams (client environments and coordination)
• Google Workspace (Docs, Sheets, Drive organization)
• ChatGPT / AI tooling (daily use is mandatory)
• Keep project briefs, notes, and wiki pages accurate and current
• Improve clarity and handoff quality inside tasks
• Create “single source of truth” documents that stakeholders can trust
• Own action items in ClickUp and proactively move tasks forward

Requirements

• 2+ years experience as an Executive Assistant, Operations Assistant, or similar role
• Strong customer service and client-facing experience
• High attention to detail (you notice small friction points that others miss)
• Excellent written English and professional communication skills
• Service-oriented mindset: you think, “How do I make this easier for the client?”
• Comfortable speaking on behalf of leadership with clients
• Attention to detail (you catch what others miss)
• Strong project management fundamentals (ownership, tracking, follow-through)
• Holistic thinker (you see the system, not just the task list)
• Default helpfulness (thoughtful, proactive, considerate)
• Comfortable leading through documentation and async comms
• Client empathy (you can feel what’s confusing or missing and fix it)
• Experience with:
• ClickUp
• Slack
• Microsoft Teams
• Google Workspace
• Scheduling tools (Cal.com, Calendly, etc.)
• ChatGPT or similar AI tools