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 Originally posted on Himalayas