Executive Assistant

About the role

Lumina Holdings is a fast‑moving luxury short‑term rental, real‑estate, and hospitality group. The Executive Assistant will act as the CEO’s right hand, ensuring that all business streams run smoothly and nothing falls through the cracks.

Key responsibilities

• Manage the CEO’s inbox, calendar, and priority queue, flagging urgent items before they become issues.
• Coordinate projects, follow‑ups, and open loops across multiple companies and business units.
• Maintain SOPs, onboarding processes, and operational tools such as ClickUp, Slack, and CRM pipelines.
• Track KPIs, build dashboards, and identify inefficiencies for proactive improvement.
• Develop and maintain AI‑driven workflows using Zapier, Make, n8n, and other automation platforms.
• Support marketing initiatives, including email/SMS campaigns, funnel builds, landing pages, and social‑media content creation with Canva and AI tools.
• Act as a research hub for the CEO, summarising findings and supporting product and strategic decisions.
• Own special projects end‑to‑end without hand‑holding.

Required profile

• Obsessively organized with a proactive mindset.
• Comfortable navigating ambiguity and fast‑paced environments.
• Available and responsive during US business hours.

Required skills

• Fluency with AI tools (daily use).
• Strong systems thinking and SOP creation.
• Excellent written communication.
• Experience with CRM and pipeline management.
• Proficiency in ClickUp, Slack, Zapier, Make, n8n, Apollo, and Canva.