Executive Assistant (Remote, Contractor)

About the role

We are seeking a proactive Executive Assistant to serve as the operational backbone for a boutique U.S.-based professional services firm. Working remotely on a long‑term contract, you will support the two partners daily, leveraging AI tools—especially Claude—to streamline workflows, manage proposals, and keep internal processes running smoothly.

Key responsibilities

• Sales & Proposal Support: Review Loom recordings, update HubSpot opportunities, draft and refine client proposals, and attend selected meetings for note‑taking.
• Systems & Operations: Become the expert on Financial Cents, audit recurring workflows, monitor budgets and time‑tracking, and communicate findings via Microsoft Teams.
• AI & Process Automation: Use Claude for prompting, create reusable skill files, improve AI‑driven workflows, organize company files, and evaluate new AI tools.
• Executive Support: Manage partners' calendars, email, and communications, especially during travel, and maintain high‑standard client interactions.

Required profile

• Experience in a professional services environment where time and expertise are billable products (accounting, legal, or marketing agencies).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Ability to work independently, solve problems proactively, and improve processes without constant supervision.

Required skills

• HubSpot
• Financial Cents
• Microsoft Teams
• Claude (AI tool)
• Loom

What we offer

• 100% remote work with a schedule aligned to U.S. Eastern Time.
• Long‑term contract providing stability and growth opportunities.
• Exposure to cutting‑edge AI technologies in a fast‑growing startup environment.