Executive Assistant to the VP of Client Success
About the position The Executive Assistant to the VP of Client Success provides high-level, proactive support that enables the VP to focus on the work only they can do. This role combines executive support with operational execution, keeping the VP effective, the team aligned, and the department running at a high standard. The right candidate is a self-directed operator who anticipates needs, takes initiative without being asked, and holds their work to an exceptional standard. This role requires ownership, precision, and a genuine commitment to excellence, paired with daily, fluent use of AI tools to move faster and deliver higher-quality output.
Responsibilities
- Manage complex calendaring and all meeting logistics using AI-powered scheduling tools to optimize the VP’s time; guard priorities with discipline, and ensure agendas, time zones, attendee details, and confirmations are handled with precision.
- Manage comprehensive travel arrangements including transportation, accommodations, dining, and loyalty program optimization, leveraging AI research tools to identify the best options quickly and efficiently.
- Oversee the VP’s inbox with complete discretion; draft polished communications that reflect the VP’s voice, leveraging AI tools to elevate quality, speed, and consistency.
- Manage weekly expense reporting, reimbursement tracking, and financial dashboard accuracy.
- Develop executive presentations, reports, and Board-ready materials with a high degree of accuracy, clarity, and professional polish using AI tools to accelerate research, drafting, and design.
- Plan and execute team meetings and events: agendas, meeting notes, action items, and accountable follow-through to distribute key outputs efficiently.
- Manage team and client recognition on behalf of the VP, including gifting and personalized outreach.
- Provide responsive support to the VP and direct reports across delegated tasks and special initiatives.
- Operate three steps ahead, anticipate needs, identify gaps, and act before being asked.
- Own the operational infrastructure of a Client Relations department serving 3,000+ clients, process upkeep, data integrity, and outcomes that directly impact client experience at scale.
- Conduct weekly and month-end Salesforce audits, leveraging AI-assisted analysis to flag data anomalies and ensure reporting and commission accuracy.
- Analyze operational data with AI-powered analytics to surface trends, risks, and opportunities, and deliver clear, prioritized recommendations to the VP.
- Identify workflow inefficiencies and implement AI and automation solutions that reduce manual work and increase the team’s capacity to serve clients.
- Coordinate cross-functionally with Sales, Finance, HR, and IT to advance shared initiatives and resolve operational challenges quickly.
- Partner with IT on system enhancements, testing, and new tool rollouts; leverage AI daily, evaluate emerging tools critically, and bring vetted recommendations forward for adoption.
Requirements
- BA/BS degree or equivalent work experience.
- 3+ years supporting senior leadership in an EA or operations role.
- Driven self-starter, proactive, loyal, trustworthy, and direct.
- Strong organizational skills with an obsessive attention to detail and consistent, reliable follow-through.
- Excellent written and verbal communication skills; able to draft clearly and confidently on behalf of the VP.
- Comfortable pulling, reviewing, and summarizing operational data and reports.
- Active, daily user of AI tools (e.g., Claude, ChatGPT, Copilot); able to evaluate outputs critically and apply them responsibly. This is non-negotiable.
- High autonomy, thrives working remotely without daily direction and manages up proactively.
Nice-to-haves
- Salesforce experience strongly preferred.
Benefits
- remote, U.S.-based Assistant and Financial staffing solutions
- award-winning culture
- fun while being highly engaged in your work
- valued team player in a thriving, growing organization
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