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

• 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 projects have budgets, owners, and complete data.
• Monitor budgets and time‑tracking, conduct budget reviews, and communicate findings via Microsoft Teams.
• Use Claude for prompting, connectors/MCPs, and maintain reusable AI skill files; continuously improve AI‑driven workflows.
• Organize company files, enforce naming conventions, and research 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 the primary products (accounting, legal, or marketing agencies).
• Strong understanding of budgets, billable hours, deadlines, and operational processes.
• Proactive, independent problem‑solver able to improve processes without constant supervision.

Required skills

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

What we offer

• 100% remote work with a full‑time schedule (~40 hours/week).
• Long‑term contract providing stability and growth opportunities.
• Opportunity to work with cutting‑edge AI technology in a fast‑growing startup environment.