Executive Assistant

About this role

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

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Reports to: Founder & CEO

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Type: Full-time

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Location: Remote, with EST/PST overlap

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Travel: Occasional, for flagship summits and select events (travel covered)

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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