Executive Assistant

Role Overview:

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant to manage personal and professional operations. The ideal candidate will excel at email and calendar management, personal life organisation, light administration, AI-assisted efficiency, and internal communication. This role requires strong attention to detail, exceptional time management, and the ability to anticipate needs while maintaining confidentiality.

Key Responsibilities:

1. Email Management

Perform daily inbox triage and clean-up, maintaining Inbox Zero, flagging VIPs, and archiving non-urgent items using Gmail, Superhuman, and Notion.

Refine folders and labels bi-weekly, with quarterly audits ensuring ≥95% auto-filed emails and ≤5% manual labeling.

Draft and send tone-matched replies using templates and TextExpander, ensuring response SLAs are met and threads are logged in Notion.

Manage weekly unsubscribe and list hygiene to maintain clean distribution lists.

Track all "waiting on" emails through Notion or Motion with automated task creation for follow-ups.

Schedule outreach emails at optimal delivery times via Gmail or SendGrid, leveraging n8n automation.

2. Calendar & Scheduling

Manage personal and professional calendars daily to prevent conflicts and maintain buffer times.

Apply weekly color-coding and time-blocking to organise focus themes and recurring priorities.

Maintain recurring reminders and renewal tasks in Motion for bills, calls, and other scheduled activities.

Coordinate meetings and appointments, sending Calendly links and attaching prep notes as needed.

Provide a daily prep brief summarizing the next 24–48 hours.

Handle travel, interview, and event bookings with confirmed itineraries stored in Google Drive and automated via n8n.

3. Personal Life Organisation

Create comprehensive travel itineraries including flights, accommodation, and ground transport in Notion or Drive.

Manage weekly AI-assisted meal planning and shopping lists through ChatGPT and Instacart.

Source and deliver gifts for monthly or special events, handling selection, purchase, delivery, and thank-you notes.

Oversee household management, booking, confirming, and filing receipts for service vendors in the Notion vendor database.

Track kids' school and activity schedules, ensuring important dates are added to the calendar.

Research, vet, and book service providers as needed, presenting three vetted options and recording final selections.

4. Light Administration & Documentation

Maintain daily to-do lists and task updates in Notion or Motion, ensuring no task remains stale for more than seven days.

Draft and format weekly documents and presentations using Google Docs and Slides with brand-approved templates.

Prepare decks and templates on demand, ensuring slide consistency and properly linked assets from Canva or Drive.

Maintain and update contractor and partner contact records, tagged by brand or role.

5. AI-Powered Efficiency

Use ChatGPT for drafting trip itineraries, confirming vendor details, and generating meal plans.

Draft quick-reply email templates that match tone and style.

Generate monthly curated gift ideas with three unique options per person or event.

Draft and version SOPs weekly in Notion, reviewed and logged with version tracking.

6. Internal Scheduling & Communication

Manage weekly team-lead calendars to ensure visibility and avoid conflicts.

Schedule recurring cross-functional syncs, prepare agendas, and assign note owners.

Record, summarise, and distribute meeting notes within 24 hours, logging actions in Motion.

Maintain updated organisational charts and RACI matrices monthly.

Oversee shared drive organisation and access permissions weekly, with quarterly audits.

Required Skills & Qualifications:

Proven experience as an executive assistant or similar role, supporting senior leadership.

Expert-level proficiency with Gmail, Google Calendar, Notion, Motion, Slack, TextExpander, Canva, Airtable, Superhuman, and Google Drive.

Experience leveraging automation tools, especially n8n, for workflow optimisation.

Strong organisational, multitasking, and time management skills.

Excellent written and verbal communication; ability to draft professional, tone-matched correspondence.

Discretion and confidentiality handling sensitive personal and business information.

Preferred:

Experience with AI tools such as ChatGPT for drafting, ideation, and automation.

Familiarity with email hygiene tools (e.g., ), contact enrichment (e.g., Clearbit), and gifting platforms (e.g., Loop & Tie).

Previous experience in travel planning, household management, or personal operations support.

Core Competencies:

Proactive problem-solving and anticipation of executive needs.

Tech-savvy with a continuous improvement mindset.

Ability to balance multiple priorities across personal and professional spheres.

Strong attention to detail and commitment to high-quality execution.

$800 - $1,100 a month

Why Join Assist World?

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM

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