About Nexplay

Nexplay is a rapidly growing technology and managed services organization supporting clients across hospitality, entertainment, real estate, and professional services. We leverage modern technology, automation, AI, and operational excellence to help businesses scale efficiently.

We are seeking a highly organized, detail-oriented, and technologically savvy Executive Assistant to support multiple senior executives. This role is ideal for someone who thrives in a fast-paced environment, enjoys solving problems, and excels at keeping leaders organized, focused, and productive.

Position Overview

The Executive Assistant will serve as a trusted operational partner to 2-3 C-Level Executives, managing schedules, communications, projects, and administrative functions while helping maximize executive productivity.

The ideal candidate is proactive, resourceful, technically proficient, and comfortable using modern AI tools such as Microsoft Copilot, ChatGPT, and other productivity platforms to streamline workflows and improve efficiency.

This is a 100% remote position supporting executives primarily based in the United States.

Key Responsibilities

Executive Support

• Manage executive inboxes and maintain Inbox Zero whenever possible.
• Prioritize, organize, and draft email responses on behalf of executives.
• Coordinate calendars, meetings, and scheduling across multiple time zones.
• Prepare meeting agendas, supporting materials, and pre-meeting briefings.
• Take meeting notes and provide concise action-item summaries.
• Track follow-ups, commitments, and deadlines.
• Manage executive contacts and professional relationships.
• Organize digital files, documents, and records.

Travel & Logistics

• Coordinate domestic and international travel arrangements.
• Book flights, hotels, ground transportation, and reservations.
• Create detailed travel itineraries.
• Manage expense tracking and reimbursement submissions.

Business Operations Support

• Conduct research and prepare reports, presentations, and documentation.
• Assist with CRM updates and sales pipeline management.
• Coordinate vendor sourcing, negotiations, and vendor communications.
• Support invoicing, collections, and accounts receivable follow-ups.
• Assist with recruiting activities, including candidate sourcing, interview scheduling, and applicant communications.
• Coordinate onboarding processes for new hires.

Project & Process Management

• Develop and maintain Standard Operating Procedures (SOPs).
• Track projects, deadlines, and deliverables across multiple stakeholders.
• Coordinate communications between departments and external partners.
• Monitor action items and ensure timely completion.

Content & Communication Support

• Draft professional correspondence and executive communications.
• Utilize AI tools for proofreading, editing, and content enhancement.
• Assist with social media scheduling and content coordination.
• Support podcast production logistics and content workflows.
• Assist with investor updates, executive presentations, and board meeting preparation.

AI & Productivity Automation

• Configure and manage basic Microsoft Copilot workflows.
• Implement AI-assisted productivity solutions for email management, document creation, meeting preparation, and task tracking.
• Identify opportunities to improve executive workflows through automation and AI tools.

Required Qualifications

• Bachelor's Degree preferred but not required.
• Minimum 3+ years of Executive Assistant, Operations Coordinator, Chief of Staff, Administrative Manager, or similar experience supporting senior leadership.
• Strong written and verbal English communication skills.
• Exceptional organizational and time management abilities.
• Advanced proficiency with:
  • Microsoft 365
  • Outlook
  • Teams
  • Word
  • Excel
  • PowerPoint
  • SharePoint
• Experience managing executive calendars and inboxes.
• Experience coordinating domestic and international travel.
• Ability to handle confidential information with discretion and professionalism.

AI & Technology Requirements

Candidates should be comfortable using AI-powered productivity tools and able to independently learn emerging technologies.

Preferred experience includes:

• Microsoft Copilot
• ChatGPT
• AI-powered note-taking tools
• Workflow automation platforms
• Calendaring and scheduling tools
• CRM systems

A strong understanding of how to configure and utilize Microsoft Copilot to assist with mailbox management, scheduling, drafting communications, meeting preparation, and administrative workflows is highly preferred.

Preferred Qualifications

• Experience supporting multiple executives simultaneously.
• Experience working with U.S.-based companies.
• Experience in technology, managed services, consulting, hospitality, or professional services industries.
• Familiarity with project management platforms such as:
  • Monday.com
  • ClickUp
  • Asana
  • Trello
  • Microsoft Planner
• Experience with:
  • Salesforce
  • HubSpot
  • ConnectWise
  • Microsoft Dynamics

What Makes You Successful

• Highly proactive and self-directed.
• Excellent judgment and decision-making abilities.
• Strong attention to detail.
• Ability to anticipate executive needs before being asked.
• Comfortable managing competing priorities.
• Able to communicate confidently with executives, clients, vendors, and partners.
• Tech-savvy and excited about leveraging AI to improve efficiency.
• Resourceful, dependable, and solutions-oriented.

Work Setup Requirements

• Dedicated home office workspace.
• Reliable high-speed internet connection.
• Backup internet solution preferred.
• Quality headset and webcam.
• Ability to work U.S. business hours when required.