Executive Assistant

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