Executive Assistant (Remote, AI‑focused)

About the role

We are seeking a proactive Executive Assistant to serve as the operational backbone for a boutique U.S. professional services firm. Working 100% remotely, you will support the two partners daily, leveraging AI tools—especially Claude—to streamline workflows, manage proposals, and keep the business running smoothly.

Key responsibilities

• Review Loom recordings of prospect meetings, extract key information, and update opportunities in HubSpot.
• Prepare first‑draft proposals using internal pricing tools and collaborate with partners to finalize them.
• Become the internal expert on Financial Cents, audit recurring workflows, and ensure every project has budgets, owners, and complete data.
• Monitor budgets and time‑tracking, conduct budget reviews, and communicate findings via Microsoft Teams.
• Use Claude for prompting, connectors, and maintaining reusable skill files; continuously improve AI‑driven workflows.
• Organize company files, enforce naming conventions, and evaluate new AI tools.
• Manage partners' calendars, email, and communications, especially during travel, and maintain high‑standard client service.

Required profile

• Experience in a professional services environment where time and expertise are billable (accounting, legal, or marketing agencies are relevant).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Proactive, independent problem‑solver comfortable working with minimal supervision.
• Excellent written and verbal communication with clients and internal teams.

Required skills

• HubSpot
• Microsoft Teams
• Claude (AI tool)
• Financial Cents (workflow, billing, and timekeeping platform)
• Loom (video recording review)

What we offer

• Long‑term contractor engagement
• Fully remote work with a U.S. Eastern Time schedule
• Opportunity to work with cutting‑edge AI technology