Executive Assistant (Project Management & AI Focused)

Our client is a corporate video production agency working primarily with software and tech companies in the U.S. runs on strong systems: every meeting is recorded, and automations already extract action items and push them into ClickUp. This role is about bringing the human layer that automation can’t: ownership, judgment, clarity, empathy, and proactive follow-through.

You’ll watch recordings (or join live), distill what matters, turn it into clean execution, and drive

projects to completion—keeping clients, contractors, and internal stakeholders aligned at

every step. You’ll work closely with the founder and be trusted with both internal operations and

light client communication.

 

● Watch meeting recordings (or attend live when needed)

● Distill meetings into accurate, prioritized action items

● Ensure each action item has:

○ clear owner

○ due date (when appropriate)

○ priority level

○ correct project placement

○ enough context for the assignee to execute

● Follow through until tasks are fully complete, not “kind of done”

 

● Take control of projects quickly and confidently

● Track progress, dependencies, and blockers

● Proactively move work forward by updating:

○ stakeholders

○ documents

○ contractors (editors, designers, etc.)

○ timelines and project plans

 

● View tasks empathetically from the client’s perspective

● Reduce friction for the client by anticipating needs and clarifying next steps

● Keep communication crisp, considerate, and confidence-building

 

● Operate as a power user in:

○ ClickUp (task hygiene, views, statuses, priorities, due dates, docs/wiki)

○ Slack (external comms; clear and professional)

○ Microsoft Teams (client environments and coordination)

○ Google Workspace (Docs, Sheets, Drive organization)

○ ChatGPT / AI tooling (daily use is mandatory)

 

● Keep project briefs, notes, and wiki pages accurate and current

● Improve clarity and handoff quality inside tasks

● Create “single source of truth” documents that stakeholders can trust

● Own action items in ClickUp and proactively move tasks forward

○ ClickUp

○ Slack

○ Google Workspace

○ Scheduling tools (Cal.com, Calendly, etc.)

○ ChatGPT or similar AI tools

○ validate details

○ maintain confidentiality

○ avoid hallucinations by grounding outputs in source material