Executive Assistant (artificial intelligence (AI) tools)

Job Description

Job Title: Executive Assistant

Location: Newark, NJ Onsite

Job Type: Part-Time: 3 days a week

Work schedule: (3 days a week, 5 hours per day) 15 hours a week

Hourly compensation (no benefits) - Rate $32 - $35 per hour

Job Description / Justification:

We are seeking a highly organized and proactive Executive Assistant to support our CEO in a dynamic, fast-paced environment. The ideal candidate is a strategic thinker with excellent communication skills, impeccable attention to detail, and a proven ability to manage administrative responsibilities while maintaining confidentiality and professionalism. This role also requires familiarity with—or a willingness to learn—artificial intelligence (AI) tools to streamline tasks, improve efficiency, and enhance executive support. This part-time opportunity offers meaningful engagement with senior leadership and the chance to contribute to operational excellence using both traditional and modern tools.

Key Responsibilities

Manage and coordinate the CEO's schedule, including meetings, appointments, and travel arrangements.

Screen and prioritize emails, phone calls, and other correspondence.

Prepare, edit, and format reports, presentations, and internal communications.

Act as a liaison between the CEO and both internal and external stakeholders.

Conduct research and compile information to support executive decision-making.

Handle confidential and sensitive information with the utmost discretion.

Organize and facilitate internal and external meetings, ensuring follow-up and timely communication.

Draft and review various forms of communication such as emails, memos, and reports.

Maintain an efficient filing and document management system.

Manage administrative tasks including expense reporting, invoice processing, and supply management.

Proactively anticipate the CEO's needs and resolve potential issues before they arise.

Support special projects and company initiatives as assigned.

Represent the CEO's office in meetings and client interactions, as needed.

Stay informed on industry trends and organizational goals to enhance executive support.

Assist with business operations and process improvements to drive clarity and efficiency.

Qualifications & Skills

Bachelor's degree in Business Administration or a related field (preferred).

Proven experience as an Executive Assistant or similar administrative role.

Excellent verbal and written communication skills.

Proficient in tools such as Microsoft Office Suite, Asana, Slack, Calendly, and other productivity platforms.

High level of discretion, emotional intelligence, and professional maturity.

Strong problem-solving skills and a solutions-oriented mindset.

Ability to remain composed and polished in high-pressure situations.

Flexible and adaptable to changing priorities and workflows.

Strong interpersonal skills with the ability to work across diverse teams.

Exceptional time management and multitasking capabilities.

Cultural awareness and sensitivity in communication and team collaboration.

Deep understanding of business etiquette and professional protocols.

Outstanding organizational skills and attention to detail.

Resourceful and independent in seeking information and managing responsibilities.

Part-time

Hybrid remote