Executive Assistant

Employment Type: Full-Time
Work Setup: Remote
Reports To: Owner / Executive
Work Hours: Monday to Friday, Eastern Time, with occasional weekend availability based on business needs.

About the Role

We are looking for a highly organized, proactive, and tech-savvy Executive Assistant to provide direct support to the owner of an advanced medical aesthetics clinic and day spa. This role will help streamline day-to-day executive and administrative responsibilities while supporting the smooth coordination of business priorities.

This is a high-trust role for someone who can confidently manage competing priorities, calendars, communications, follow-ups, and special projects while ensuring important tasks continue moving forward with minimal supervision.

The ideal candidate is resourceful, detail-oriented, dependable, and experienced in supporting senior-level executives or business owners. You should be comfortable working in a fast-paced, client-focused environment and know how to leverage AI and productivity tools to improve efficiency, organize information, automate repetitive tasks, and create more effective workflows.

As the owner gradually delegates more responsibilities, you will serve as a reliable extension of the executive—helping create structure, maintain visibility over key priorities, anticipate needs, and ensure important details and commitments do not fall through the cracks.

As an Executive Assistant, you will be responsible for:

• Managing the owner’s calendar, appointments, meetings, and scheduling requests while proactively preventing scheduling conflicts.

• Organizing executive priorities, tasks, deadlines, reminders, and follow-ups to ensure commitments are completed on time.

• Monitoring and organizing emails, inquiries, and executive communications and ensuring important messages receive timely responses or follow-up.

• Drafting emails, correspondence, reports, meeting notes, documents, and other executive materials.

• Coordinating with internal and external stakeholders, including team members, clients, vendors, and business partners.

• Tracking action items, projects, and deliverables and following up with the appropriate stakeholders when needed.

• Preparing information, research, summaries, and reports to support executive meetings and decision-making.

• Maintaining organized digital files, documentation, trackers, and administrative records.

• Handling confidential and sensitive business information with professionalism and discretion.

• Leveraging AI tools such as ChatGPT and other productivity platforms for research, communication, documentation, organization, and workflow improvement.

• Identifying repetitive or inefficient processes and recommending ways to simplify, automate, or improve them.

• Creating templates, systems, trackers, and workflows that improve organization and executive productivity.

• Learning and utilizing the company’s existing technology, including Google Workspace, Aesthetic Record, and LeadAR.

• Anticipating the owner’s needs, identifying potential challenges, and proactively proposing solutions rather than waiting for instructions.

• Gradually taking ownership of recurring administrative and operational responsibilities currently

We’re looking for someone who has:

• Previous experience supporting a business owner, founder, C-level executive, or senior leader.

• Strong organizational and time-management skills, with the ability to manage several high-priority responsibilities at once.

• Excellent attention to detail and a strong track record of following through on commitments.

• Strong verbal and written communication skills, with the ability to communicate clearly and professionally with different stakeholders.

• Excellent calendar, scheduling, email, and task-management skills.

• Strong proficiency with Google Workspace, including Gmail, Google Calendar, Google Drive, Docs, and Sheets.

• Experience using productivity, scheduling, project management, and communication platforms.

• Confidence using AI tools to increase productivity, conduct research, draft communications, summarize information, and streamline administrative work.

• Strong problem-solving skills and the ability to identify issues and recommend practical solutions.

• A proactive mindset—you anticipate what needs to happen next instead of waiting to be told.

• Good judgment, discretion, and professionalism when handling confidential information.

• The ability to work independently, prioritize effectively, and remain organized in a fast-paced environment.

• The ability and willingness to quickly learn new systems and technology.

• Experience with Aesthetic Record or LeadAR is a plus but not required.

What’s in it for you?

• Stable, full-time remote opportunity

• Opportunity to work directly with and support a business owner

• High level of trust, ownership, and autonomy in your role

• Opportunity to build and improve executive and administrative processes

• Exposure to business operations, executive decision-making, and multiple areas of the organization

• Opportunity to leverage and expand your knowledge of AI, automation, and productivity tools

• Long-term opportunity to take on greater responsibility as the business grows

Success in this role will include:

• Task Completion: Consistently completing assigned responsibilities accurately and on time.

• Schedule Accuracy: Maintaining an organized executive calendar with minimal scheduling conflicts or missed appointments.

• Communication Response Time: Ensuring emails, inquiries, and important communications are addressed or escalated promptly.

• Follow-Through: Keeping commitments, action items, and executive requests moving through completion.

• Executive Efficiency: Successfully taking responsibilities off the owner’s plate and giving them more time to focus on high-value business priorities.

• Process Improvement: Proactively identifying opportunities to improve workflows through better systems, technology, AI, and automation.

Tools:

• Google for admin platform, Aesthetic Record for EMR and Lead Ar for marketing, + AI tools