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…