Executive Personal Assistant to Co-Founders

About the role

We are seeking a hybrid Executive/Personal Assistant to support the Co‑Founders of a newly founded AI company. The role blends business and personal duties, includes occasional property visits in Westchester and the Jersey Shore, and transitions from fully onsite for the first 60 days to a hybrid arrangement thereafter.

Key responsibilities

• Maintain and prioritize the busy calendars of both principals across business, personal, family, social, and travel commitments.
• Leverage AI tools and agentic workflows to automate scheduling, reminders, drafting, travel planning, information retrieval, and recurring administrative tasks.
• Coordinate meetings, personal appointments, reservations, and daily logistics for each principal, both individually and jointly.
• Draft, edit, proofread, and manage emails, letters, and other correspondence on behalf of the principals.
• Track follow‑ups, reminders, and action items to ensure nothing is missed across business and personal domains.
• Prepare agendas, briefing notes, summaries, and other support materials as needed.
• Build and maintain relationships with advisors, household contacts, vendors, family members, and other external parties.
• Manage payroll processing and coordination with accountants for household and personal staff of five.
• Track and reconcile household and personal expenses.
• Oversee three or more properties, coordinating schedules with property managers, vendors, service providers, and maintenance contacts.
• Handle contracts, invoices, and payments for vendors and recurring household expenses.
• Protect digital privacy and information security, including discreet handling of devices, accounts, passwords, and sensitive data.
• Manage family logistics such as important dates, celebrations, gifting, appointments, and extended‑family obligations.
• Supervise purchases, deliveries, returns, household scheduling, and special requests, with occasional off‑hour availability.

Required profile

• Minimum of 7 years of experience as an executive or personal assistant.
• Hands‑on experience with Claude, including Claude Cowork.
• Proficiency with AI tools and a strong interest in automating workflows.
• Demonstrated ability to handle confidential information with discretion.
• Excellent organizational skills and the capacity to manage both business and personal domains.

Required skills

• Claude
• AI tools