Executive Administrative Assistant – US Operations (Remote, EST Hours)

About the role

We are looking for an Executive Administrative Assistant to support US‑based operations remotely. The role blends administrative support with AI‑assisted workflow development, research, reporting and process improvement. You will work closely with the client’s team, using a variety of digital tools to streamline operations.

Key responsibilities

• Support the development, testing and refinement of AI‑assisted workflows and processes.
• Use AI tools for research, workflow creation, written outputs and operational tasks.
• Write clear instructions and prompts to achieve accurate AI‑generated results.
• Prepare reports, handle data downloads, organise information and maintain documentation.
• Track tasks, follow up on outstanding actions and ensure timely, accurate completion.
• Learn and confidently use new software, systems and processes.
• Provide ad‑hoc administrative, operational and project‑based support.
• Help improve internal processes as business and AI needs evolve.
• Complete onboarding, data‑security and system training.

Required profile

• Excellent written English with professional communication skills.
• Strong experience in administrative, executive or operations support and project coordination.
• Exceptional learning agility and quick grasp of new systems and processes.
• Highly organised, detail‑oriented and able to juggle multiple priorities.
• Proactive thinker who can process information, take initiative and shift between tasks efficiently.
• Comfortable exploring unfamiliar software and technology independently.
• Strong research and problem‑solving abilities.
• Persistent, proactive and capable of working independently while seeking guidance when needed.
• Exposure to AI tools, prompt writing or workflow automation is a plus.
• Experience with Excel, reporting, data handling or process documentation is beneficial.

Required skills

• ClickUp
• Microsoft Outlook
• Microsoft Teams
• Excel
• OneNote
• QuickBooks
• HubSpot
• AI tools