Executive Administrative Assistant

Executive Support | Operations | AI & Automation

Position Overview

A Member Association is seeking an exceptionally organized, resourceful, and AI-proficient Executive Operations Assistant to support the CEO, executive leadership, and a growing portfolio of programs, partnerships, events, and strategic initiatives.

This is a high-trust, high-performance role requiring exceptional executive support, operational discipline, advanced technology skills, and strong communication capabilities.

The ideal candidate anticipates needs, exercises sound judgment, solves problems independently, and takes ownership from concept through execution. They must be an excellent writer, capable presentation developer, and confident communicator with CEOs, Board members, sponsors, partners, and internal teams.

Advanced, hands-on AI and automation experience is essential.

We are seeking someone who actively builds solutions, improves workflows, and uses technology to increase organizational efficiency—not someone whose experience is limited to AI prompting.

This position is suited for an ambitious, adaptable professional who thrives with autonomy, accountability, and high expectations.

Key Responsibilities1. Executive Support & Administration

• Manage executive calendars, meetings, travel, correspondence, priorities, and deadlines.
• Anticipate executive needs, prepare briefings and meeting materials, and proactively resolve scheduling or operational conflicts.
• Track commitments, decisions, and follow-ups to ensure timely completion.
• Prioritize competing demands, independently resolve routine matters, and protect executive time.
• Handle confidential information with exceptional discretion and professionalism.

2. Operations & Project Coordination

• Translate strategic discussions and executive direction into actionable plans, assignments, timelines, and deliverables.
• Coordinate projects involving Board members, committees, sponsors, partners, members, vendors, and internal teams.
• Support membership programs, events, sponsorships, publications, and organizational initiatives.
• Develop and maintain project trackers, organizational records, SOPs, templates, and repeatable workflows.
• Identify inefficiencies, improve systems, and ensure accountability through project completion.

3. AI, Automation & Technology

• Build, configure, and maintain AI assistants, bots, agents, and automated business workflows.
• Use platforms such as ChatGPT, Microsoft Copilot, Copilot Studio, Power Automate, Zapier, Make, n8n, or comparable tools.
• Connect applications, databases, calendars, forms, spreadsheets, CRM systems, and project-management platforms through integrations and APIs.
• Use AI-assisted coding tools to develop, modify, and troubleshoot basic Python, JavaScript, HTML, or similar solutions.
• Automate recurring administrative, membership, event, communication, and reporting processes.
• Test, document, monitor, and troubleshoot automations while maintaining appropriate human oversight, data security, and confidentiality.
• Evaluate and implement emerging technologies that improve productivity, accuracy, and operational performance.

4. Executive Communications & Presentations

• Draft polished executive correspondence, Board communications, proposals, reports, announcements, and meeting summaries.
• Translate verbal direction, rough notes, and complex information into concise, professional deliverables.
• Research and synthesize information into actionable executive briefings.
• Develop sophisticated PowerPoint presentations using Microsoft 365, Copilot, Gamma, Canva, and related tools.
• Maintain exceptional standards for writing, accuracy, design, brand consistency, and audience relevance.
• Capture meeting decisions, action items, owners, and deadlines, ensuring effective follow-through.

Required Qualifications

• Demonstrated experience in executive administration, operations, project coordination, or executive communications.
• Advanced practical proficiency in ChatGPT, Microsoft 365 Copilot, and AI-powered productivity tools.
• Proven experience building AI assistants, bots, agents, or automated workflows.
• Experience with automation platforms such as Copilot Studio, Power Automate, Zapier, Make, or n8n.
• Working knowledge of APIs, system integrations, and AI-assisted coding.
• Exceptional writing, editing, presentation development, and organizational skills.
• Strong project-management capabilities with meticulous attention to detail.
• Professional confidence communicating with senior executives, Board members, and diverse stakeholders.
• Demonstrated ability to work independently, manage ambiguity, and deliver consistently under competing priorities.
• Exceptional judgment, discretion, integrity, reliability, and accountability.

Preferred Experience

• Supporting a CEO, founder, Board of Directors, or executive leadership team.
• Working within a membership association, healthcare organization, events business, media organization, or professional network.
• Experience with CRM, membership, event, and project-management platforms.
• Developing dashboards, automated reporting, internal knowledge systems, or technology-enabled operational processes.
• A portfolio demonstrating AI automations, executive presentations, communications, or operational improvements.

The Ideal Candidate

We are looking for someone who

• Anticipates rather than reacts. Thinks several steps ahead and identifies what needs to happen next.
• Owns outcomes. Takes initiative, follows through, and closes the loop without repeated reminders.
• Is exceptionally organized. Creates structure, manages details, and ensures nothing important is overlooked.
• Solves problems. Investigates solutions, exercises sound judgment, and knows when to escalate.
• Is technologically sophisticated. Uses AI and automation to create measurable improvements, not simply complete individual tasks faster.
• Communicates exceptionally well. Produces executive-quality writing and presentations and interacts confidently at every organizational level.
• Thrives with autonomy. Works effectively without micromanagement, adapts quickly, and welcomes accountability.
• Demonstrates maturity and discretion. Protects sensitive information, organizational relationships, and executive trust.
• Is collaborative and committed. Brings a strong work ethic, positive attitude, intellectual curiosity, and genuine investment in organizational success.

This role is not suited for someone who requires constant direction, relies on repeated reminders, resists technology, or completes tasks without understanding the larger objective.

Our expectation is simple: Understand the objective, determine what is needed, deliver exceptional work, and ensure completion.

About the Member Association

The Member Association is a professional organization dedicated to leadership development, education, mentorship, industry collaboration, and executive engagement.

Its programs and initiatives connect professionals, emerging leaders, senior executives, Board members, sponsors, and strategic partners while creating opportunities for professional growth and meaningful industry impact.

Application Requirements

Please submit

• Current résumé and brief statement of interest.
• Two examples of professional writing or executive communications.
• One executive-level presentation you developed.
• Examples of AI assistants, bots, agents, or automated workflows you personally built.
• List of AI, automation, coding, and productivity platforms you regularly use.

Candidates should be prepared to demonstrate their AI capabilities, writing proficiency, presentation skills, and approach to operational problem-solving during the selection process.

Pay: $25.67 - $30.91 per hour

Expected hours: No less than 25.0 per week

Benefits

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: Remote