Senior Executive Assistant – AI & Business Operations

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assume full responsibility for managing executive inboxes, which includes reviewing, prioritizing, and taking necessary actions on emails.

• Compose professional replies that align with the company's tone of voice, either independently or with the assistance of Claude AI.

• Recognize urgent issues, escalate critical communications, and follow up on pending items.

• Oversee executive calendars, arrange meetings, coordinate appointments, and prepare leadership for their commitments.

• Act as a point of contact when executives are traveling, on set, or unavailable.

• Utilize Claude and the company's AI-powered operating systems to facilitate daily operations.

• Use the AI knowledge base to draft communications, access information, and automate repetitive tasks.

• Keep up-to-date with new AI tools and suggest improvements to workflows.

• Ensure accuracy, confidentiality, and sound judgment with AI-generated outputs.

• Research, coordinate, and book both domestic and international travel, including flights, accommodations, and itineraries.

• Organize crew outings, team events, client lunches, agency meetings, and functions aimed at building relationships.

• Liaise with venues, suppliers, and service providers while managing changing schedules.

• Maintain communication and conduct outreach check-ins with clients, advertising agencies, and key business contacts.

• Assist in business development through follow-ups, introductions, and nurturing relationships.

• Track conversations, opportunities, and follow-up actions using monday.com.

• Keep accurate contact records, communication logs, and activity tracking on monday.com.

• Organize administrative information, documents, and records.

• Provide meeting preparation, research, and general business coordination.

• Connect leadership with internal teams, production, creative, and operational staff.

• Ensure that important messages reach stakeholders promptly when leadership is on location or traveling.

• Identify and resolve any scheduling or communication bottlenecks.

⛳️ Requirements

• Demonstrated experience as an Executive Assistant, Senior Virtual Assistant, Personal Assistant, or a similar business support role.

• Advanced proficiency in managing high-volume executive inboxes, calendars, complex travel logistics, and client communications.

• Strong familiarity with AI tools, specifically Claude, ChatGPT, or similar platforms.

• Comfort in operating within a well-established AI-driven environment.

• Hands-on experience with CRM or project management platforms, preferably monday.com.

• Exceptional written and verbal English skills.

• Ability to communicate naturally and professionally with clients and stakeholders in New Zealand.

• Availability to work full-time during New Zealand business hours and holidays.

• High level of discretion.

• Excellent organizational skills, self-direction, and meticulous attention to detail.

• Previous experience directly supporting founders, directors, or senior executives is preferred.

• Prior experience with New Zealand or Australian businesses is preferred.

• A background in a creative agency, film production, advertising, media, or marketing environment is preferred.

• Familiarity with client relationship management, business development support, or outbound outreach is preferred.

• Experience with AI automation tools, workflow design, or productivity software is preferred.

• Design or content skills using tools such as Canva or presentation software are preferred.

• Experience in organizing corporate events, client functions, or team activities is preferred.

• A fun, vibrant, and engaging presence with a positive attitude.

• An outgoing personality that is comfortable speaking up, asking questions, following up with stakeholders, and introducing fresh ideas.

• A forward-thinking, resourceful, and proactive mindset.

• A genuine interest in AI, automation, and modern technologies.

• Absolute reliability, adaptability, and the ability to navigate unpredictable schedules.

• Strong understanding of the business impact of relationship management, timely follow-ups, and brand representation.

🏝️ Benefits

• Full-time independent contractor arrangement.

• Remote work opportunity.

• Work during New Zealand business hours and holidays (9am to 5pm).