Job Description:
Behind every effective leader is an exceptional executive assistant. We’re looking for an organized, proactive EA to support AutomateNexus leadership—managing calendars, coordinating communications, and handling the operational details that keep the business running smoothly.
As Executive Assistant, you’ll be the operational backbone for our leadership team. You’ll manage complex schedules, coordinate meetings with clients and partners, prepare materials for presentations, and handle confidential information with discretion. You’ll also have the opportunity to leverage our automation tools—practicing what we preach by streamlining your own workflows and identifying opportunities to automate administrative tasks.
This role is ideal for someone who thrives on organization, anticipates needs before they arise, and takes pride in enabling others to do their best work. You’re detail-oriented but also see the big picture, and you’re comfortable operating in a fast-paced startup environment.
Responsibilities:
Calendar & Schedule Management
- Manage complex calendars for leadership, coordinating internal and external meetings
- Schedule client calls, partner meetings, and team events
- Anticipate conflicts and proactively resolve scheduling challenges
- Prepare daily and weekly briefings on upcoming commitments
Communication & Coordination
- Serve as a communication hub between leadership, team members, and external stakeholders
- Draft and manage email correspondence on behalf of leadership
- Coordinate with clients, vendors, and partners professionally and promptly
- Handle confidential information with discretion and professionalism
Administrative Operations
- Prepare agendas, presentations, and materials for meetings
- Manage travel arrangements, expenses, and reimbursements
- Maintain organized files, documents, and records
- Coordinate team events, offsites, and company gatherings
Process Improvement
- Identify opportunities to automate administrative tasks using company tools
- Build and maintain SOPs for recurring administrative processes
- Streamline workflows to improve efficiency and reduce manual work
- Support special projects and initiatives as needed
Preferred Qualifications:
- 3+ years experience as an Executive Assistant or in a similar administrative role
- Exceptional organizational skills and attention to detail
- Strong written and verbal communication skills
- Proficiency with productivity tools (Google Workspace, Microsoft 365, Notion, Slack)
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment
- Discretion and professionalism when handling confidential information
- Proactive mindset—anticipates needs and takes initiative
- Comfortable working remotely and managing time independently
Bonus Points:
- Experience in a startup, tech, or consulting environment
- Familiarity with automation tools (Zapier, Make) or interest in learning
- Experience with project management tools (Asana, Monday.com, ClickUp)
- Background in operations or office management
- Tech-savvy with ability to learn new tools quickly
