Executive Assistant to CEO with AI builder experience

We are seeking an experienced and highly organized Executive Administrator to join our growing company. This role will be responsible for managing the day-to-day activities of the CEO, providing high-level administrative support, and ensuring smooth and efficient office operations. The position will also include exposure to light Investor Relations and transaction coordination activities.The ideal candidate is a proactive self-starter with a strong work ethic, exceptional organizational skills, and the ability to operate in a fast-paced, high-accountability environment. This individual must be detail-oriented, resourceful, and capable of managing multiple priorities with discretion and professionalism"”while leveraging modern tools, including AI, to drive efficiency.Key ResponsibilitiesProvide high-level administrative support to the CEO and leadership team Manage complex calendars, scheduling, and meeting coordination Prepare presentations, reports, and executive communications Maintain expense reports and assist with general accounting coordination Process vendor invoices and support payment tracking Perform data entry and maintain accurate internal records and systems Utilize AI tools and automation platforms to improve workflows, document creation, and operational efficiency Assist in building, implementing, and managing AI agents and automated workflows to support business operations, communications, and reporting Identify opportunities to streamline repetitive tasks through automation and process improvement Provide basic technical support and troubleshooting as needed Perform bank reconciliations and assist with financial documentation Coordinate meetings with third-party consultants (engineers, architects, vendors, etc.) Handle document notarization, mailing, and courier coordination Assist with marketing materials including brochures, presentations, and social media content Support HR-related administrative initiatives and internal processes Assist leadership with special projects and ad hoc requestsLight Investor Relations & CoordinationAssist in maintaining communication between investors and the corporate teamAssist in responding to investor inquiries in a professional and timely mannerCoordinate with CPA on preparation and distribution of tax documents (K-1s, W-2s)Assist in updating internal portfolio reports on a periodic basisCreate and/or update presentations and materials as neededSupport entity formations, documentation, and organizational trackingQualifications5-10 years of executive administrative experience or similar roleStrong organizational, time management, and planning skillsExcellent written and verbal communication abilitiesAbility to manage multiple priorities in a deadline-driven environmentHigh level of attention to detail and accuracyStrong interpersonal, analytical, and problem-solving skillsAdvanced proficiency in Microsoft Office Suite (Excel, PowerPoint, Outlook)Experience using AI tools (e.g., ChatGPT) and automation platforms to improve workflowsFamiliarity with or interest in building AI agents, automations, or workflow systemsProfessional integrity, discretion, and strong sense of ownershipSelf-starter with the ability to work independently and proactivelyPreferred (Not Required):Experience with automation tools (Zapier, Make, Notion, CRM systems, etc.)Exposure to finance, legal, or investment-related documentationExperience supporting executives in a fast-paced or entrepreneurial environmentCompensation & BenefitsJob Type: Full-timeSalary: $65,000 - $80,000 per yearBenefits:Health insuranceDental insurancePaid time offSchedule8-hour shift Monday - Friday

Created: 2026-05-09