AI Driven Executive Assistant

JOB OVERVIEW
AI Driven Executive Assistant -- Administrative and Operations Support / Part-Time | Remote | 20 hrs/week | Days and hours TBC, Australian Business Hours

ABOUT US
We are a growing remote team looking for an Executive Assistant with Focus on AI to join us and take on a dedicated role supporting leadership with time management, communications, and AI-driven productivity. We work closely with our tea ---------- mbers to deliver high-quality support across our operations.

ABOUT THE ROLE
This role provides dedicated executive-level support, with a particular emphasis on using AI tools to improve productivity and streamline day-to-day operations. You will manage calendars, inboxes, travel, and documentation while identifying opportunities to apply AI-driven solutions to routine executive tasks. This is not a guesswork role. SOPs, guides, and internal systems are provided and training will be given.

The expectation is straightforward -- do the job well, communicate proactively, and ask when unsure rather than assume. A win in your first 30 days looks like: a smoothly managed executive calendar and inbox with no missed priorities, at least one AI tool or workflow improvement identified and proposed, and clear, well-organized meeting notes and follow-ups delivered on time.

KEY RESPONSIBILITIES
- Calendar, Inbox, and Meeting Support
- Manage and maintain executive calendars, including scheduling, rescheduling, and prioritising meetings
- Monitor and manage executive inbox, including drafting responses, flagging priority items, and organising correspondence
- Coordinate travel arrangements, including bookings, itineraries, and logistics
- Prepare meeting agendas, briefing notes, and follow-up summaries
- Track action items and deadlines arising fro ---------- etings, ensuring timely follow-up
- AI-Driven Productivity and Documentation
- Research and evaluate AI tools and platforms that could improve executive workflows and administrative efficiency
- Use AI tools to draft, summarize, and organize documents, reports, and communications
- Support the creation of presentations, reports, and internal documents using AI-assisted drafting where appropriate
- Information Management and Research
- Maintain and organize digital files, records, and internal documentation systems
- Maintain confidentiality and discretion when handling sensitive information
- Conduct general research tasks and compile findings into clear, actionable summaries
- Assist with basic project coordination and tracking of ongoing initiatives

TOOLS YOU WILL USE
- Email and Calendar: Gmail, Outlook, Google Calendar
- Project Management: Asana, Trello, ClickUp, ----------
- AI Productivity: ChatGPT, Claude, Microsoft Copilot, and other AI writing or research assistants
- Document and File Management: Google Workspace, Microsoft 365, Dropbox
- Communication: Slack, Zoom, Microsoft Teams
- Productivity: Google Workspace and Spreadsheets
- Other: Travel booking platforms, note-taking and transcription tools

WHO WE ARE LOOKING FOR
Experience managing executive calendars and inboxes with strong prioritization skills
Comfortable using AI productivity tools and evaluating how they can improve administrative workflows
Strong written English and clear, professional communication
Highly organized, with strong attention to detail and follow-through
Proactive communicator -- over-communicates rather than under-communicates
Knows when to problem-solve independently and when to escalate
Trustworthy and discreet when handling sensitive or confidential information
Specific industry experience is not required. Personality, communication quality, and reliability matter most.

TECHNICAL REQUIREMENTS (NON-NEGOTIABLE)
High-speed, stable internet connection with backup data in case of power outages or service interruptions
Mobile phones, tablets, and iPads are not accepted as primary work devices
A working laptop or desktop computer suitable for daily use of Google Workspace, Microsoft 365, and AI productivity tools
A quiet, distraction-free workspace suitable for calls and meetings

WORKING ARRANGEMENT
- Part-time, fully remote
- Days and hours to be confirmed upon hire, Australian Business Hours
- Ongoing engagement with no fixed end date
- Strong long-term growth potential for the right person

HOW TO APPLY
Ready to apply?
Complete our online application form using the link below:

Application form link:
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The form includes role-specific questions and a short written skills task. Please allow 15-20 minutes to complete it thoroughly. Answer all questions in your own words.


Application Deadline:
TBC Applications received after the closing date will not be reviewed.