Executive Assistant (Job ID: BOBBEN1EA)

About the Client:

The client is a highly successful private investment firm focused on acquiring and transforming seasoned information service companies with proven business models. The firm drives value by accelerating growth and enhancing operational performance through the application of modern technologies, artificial intelligence, and deep sector expertise.

Guided by a philosophy that long-term success is achieved through a thriving ecosystem where prosperity is shared, the firm manages a multi-disciplinary portfolio spanning over 100 entities. The Founder and Principal leads this fast-paced, high-net-worth organization and requires high-level, dedicated executive support to manage his day-to-day business operations, schedule, and personal admin.

About the Role:

This is a high-visibility, fast-paced role supporting a fast-moving, high-urgency Founder. The Executive Assistant will serve as the principal's primary operational partner, handling schedule control, high-volume travel coordination, meeting administration, and complex task execution.

Rather than relying on step-by-step instructions, the ideal candidate is someone who observes how the Founder operates, anticipates friction points, and proactively takes tasks off his plate. The candidate must be comfortable working alongside an executive who expects speed, clarity, and vetted solutions over questions.

Key Responsibilities

• Schedule & Calendar Management: Handle complex, fast-moving calendar coordination, meeting setups, and time protection.
• Email & Communication Management: Filter, prioritize, draft, and optimize inbox communications; manage follow-ups and action items.
• AI-Driven Process Optimization: Leverage AI tools (specifically Claude) to summarize data, draft communications in the Principal’s voice, build dashboard views, automate administrative processes, and draft SOPs.
• Meeting Support & Action Enforcement: Attend meetings, record clear action items, organize transcripts, and enforce execution.
• Proactive Sourcing & Problem Solving: Research vendor options, handle online ordering, and quickly resolve unstructured "figure this out" requests.
• Travel Booking & Logistics: End-to-end management of domestic and international travel, accommodations, and detailed itineraries.
• General Personal & Business Admin: Oversee miscellaneous executive, personal, and operational tasks across his business entities.
• Tasks will be added as the relationship evolves and based on abilities. 

Qualifications & Skills

Non-Negotiable Requirements & Candidate Profile

• Fluency in English: Flawless, well-spoken, highly articulate written and spoken English.
• Sophisticated & Presentable: Confident on video calls and direct phone conversations; polished, executive presence.
• Critical Thinking & Problem-Solving: Sharp analytical instincts; capable of bringing vetted solutions rather than asking basic questions.
• Advanced AI Fluency (Claude Heavy): Must be genuinely capable with Claude and AI systems as a daily thinking partner, not just aware of them.
• Personality & Assertiveness: Comfortable supporting a demanding, ultra-fast-moving principal. Must be capable of keeping pace, speaking up directly, and taking full initiative without fear.

Tech Stack

• Microsoft 365
• Claude