Executive Assistant

Motum · United States · posted today ago

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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

Reports to: Founder & CEO
Type: Full-time
Location: Remote, with EST/PST overlap
Travel: Occasional, for flagship summits and select events (travel covered)
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