Executive Assistant

* 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