We are seeking a highly proactive, detail-oriented Executive Assistant (EA) to support a Founder and CEO in a highly regulated financial and professional services environment. This role is ideal for someone with strong operational discipline, exceptional communication judgment, and the ability to work confidently alongside advanced AI tools.
The EA will play a critical role in reducing the CEO’s operational workload, streamlining internal systems, and ensuring compliant, high-quality client communication. A key aspect of this role involves partnering with a custom AI assistant to automate routine tasks, validate outputs, and gradually transition workflows from manual execution to AI-supported operations.
As an EA, you will manage calendars, client communications, CRM accuracy, marketing coordination, and recurring operational processes. You will act as an extension of the executive—without impersonation—ensuring transparency, regulatory compliance, and operational excellence. This is a full-time, remote role requiring independence, strong prioritization skills, and comfort operating in a fast-paced, highly accountable environment.
Job Title: Full-Time Executive Assistant
Location: Remote
Job Type: Full-Time
Salary: $1,300- $1,700 per month (based on experience)
Requirements
- 3+ years of experience as an Executive Assistant, Operations Assistant, Administrative Coordinator, or in a similar role supporting senior leadership.
- Strong experience in phone and email management, calendar coordination (multiple calendars), and CRM data maintenance.
- Proficiency in HubSpot and Mailchimp; experience with ClickUp, Jira, Trello, or similar project management tools is a plus.
- High comfort level working with AI tools (e.g., ChatGPT, Copilot) and willingness to manage and validate AI-generated outputs.
- Excellent written and verbal communication skills with strong attention to tone, accuracy, and regulatory sensitivity.
- Ability to handle client communications with discretion, transparency, and compliance awareness (no impersonation of executives).
- Strong organizational and time-management skills with the ability to reprioritize quickly in a fast-paced environment.
- Proven ability to take initiative, solve problems independently, and drive tasks to completion with minimal supervision.
- Experience supporting operational processes, documentation, and SOP execution.
- Familiarity with basic reporting, data validation, and quality control.
- Technical Requirements: Reliable high-speed internet, a modern laptop with a multi-core processor, and a noise-canceling headset.
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Nice to Have: Experience in financial services, legal, or other regulated industries and Familiarity with automation tools (e.g., N8N, Zapier).
Key Responsibilities
Email & Client Communications:
- Handle client emails with impeccable tone and regulatory awareness
- Respond to client inquiries (e.g., withdrawal requests) on behalf of the Executive
Marketing & CRM Management
- Manage monthly marketing distributions using Mailchimp and HubSpot
- Validate data from fund administrators for accuracy before distribution
- Update and maintain clean contact lists in both systems
- Work with external designer to create marketing materials
Calendar Management
- Organize and sanitize Execuitve's multiple calendars (NorCap, personal, confidential)
- Schedule meetings and manage Execuitve's availability
- Ensure company-wide calendar visibility and coordination
Operational Tasks
- Handle repetitive operational processes (insurance renewals, engagement letters, etc.)
- Manage follow-up on incomplete tasks and ideas from Executive
- Escalate nuanced or unclear assignments for clarification from Jonathan or Garth
AI & Automation Comfort
- Comfortable working with AI tools and understanding AI prompting
- Ability to manage and validate the AI assistant outputs
- Willingness to learn custom software and new workflows
Benefits
- International experience
- Opportunity to work remotely from anywhere
- Supportive and collaborative team environment
- Learning and development opportunities
- Potential Performance Bonuses
- PTO
