Executive Assistant

Tokenworks Inc; Village of Bronxville (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

Tokenworks Inc. is seeking a smart, highly organized individual to learn how the business operates beyond scheduling. You will work closely with the CEO, provide executive support, and gradually own key operational processes across the company.

You'll start with responsibilities to learn the CEO, the company, and how we operate, then grow into more complex areas such as payroll, HR, finances, benefits, and tech administration while using AI tools to improve work and documentation.

Qualifications

• Highly organized and systematic in approach.
• Able to learn quickly and own recurring tasks.
• Proficient with spreadsheets and basic data handling.
• Experience or familiarity with AI tools for research and drafting.

Responsibilities

• Executive support: manage CEO scheduling, meetings, travel, and priorities.
• Track deadlines, renewals, and open items to prevent slips.
• Create checklists, trackers, templates, and documented workflows.
• Use AI to research questions, summarize info, draft communications.
• Coordinate with vendors and outside partners until issues are resolved.
• Take goals or problems and drive them toward completion.
• Document how things work to improve repeatability.
• Provide confidential support on sensitive matters.

Skills

Organizational skills

Systematic thinking

Learning agility

Clear communication

Numbers & spreadsheets

AI tooling familiarity

Tools

Excel/Sheets

ChatGPT

AI research tools

Job description

We're looking for a smart, highly organized, curious person who wants to learn how a business actually operates. This isn't a traditional Executive Assistant role built primarily around scheduling and travel. You'll work closely with the CEO, provide executive support, and gradually learn to own important operational processes across the company.

We are hiring for ability and potential, not years of experience :

You don't need to arrive knowing how to run payroll, administer benefits, manage an insurance renewal, or handle complex business processes. We expect to teach you. What we care about is whether you learn quickly, think systematically, follow through, and can eventually take ownership without needing someone to tell you every next step. The right person sees a messy recurring task and thinks, "There has to be a better way to organize this." You'll also be expected to use AI tools like ChatGPT, Claude, or similar tools to research, summarize, draft, analyze problems, document processes, and find better ways to work.

What You'll Own Now

You'll start with responsibilities that allow you to learn the CEO, the company, and how we operate:

• Executive support: Manage scheduling, meetings, travel, follow-ups, documents, and day-to-day priorities for the CEO.
• Organization and follow-through: Track commitments, deadlines, renewals, and open items so nothing falls through the cracks.
• Build better systems: Turn messy or recurring work into checklists, trackers, templates, and documented workflows.
• AI-assisted work: Use AI to research questions, summarize information, draft communications, organize information, and improve how work gets done.
• Vendor coordination: Communicate with vendors, consultants, and other outside partners and follow up until issues are resolved.
• Research and projects: Take a goal or problem that may not come with detailed instructions, determine the next steps, and drive it toward completion.
• Documentation: Learn how things work and document them so the process is easier and more repeatable the next time.
• Trusted support: Occasionally assist the CEO with confidential personal or family administrative matters requiring discretion and good judgment.

What You'll Grow Into

As you learn the business and demonstrate that you can own processes independently, we'll progressively give you responsibility for more complex areas such as:

• Payroll & HR administration: Timekeeping, payroll preparation, PTO tracking, onboarding/ offboarding, and employee administration.
• Finance administration: Accounts receivable, collections, payment reconciliation, vendor payments, and coordination with our outside accounting team.
• Benefits: Employee enrollments, terminations, renewals, documentation, and coordination with benefit providers.
• Insurance: Helping manage company insurance policies, renewals, applications, and broker relationships.
• Technology administration: Helping administer business software, user accounts, access, and internal systems.
• Business operations: Taking ownership of increasingly complex projects across HR, finance, facilities, vendors, and other areas of the company. We don't expect you to already know how to do these things.

We expect you to be capable of learning them and eventually owning them.

Who We're Looking For

We're less interested in your exact background than in how you think and work.

You:

• Are extremely organized and naturally systematic.
• Learn new concepts quickly and genuinely enjoy figuring things out.
• Communicate clearly and professionally in writing and in person.
• Pay close attention to details without losing sight of the larger objective.
• Are comfortable working with numbers and spreadsheets such as Excel or Google Sheets. Are comfortable learning new software and technology.
• Have used AI tools such as ChatGPT, Claude, Gemini, or similar tools and are interested in becoming much better at using them.
• Can be handed a goal with incomplete instructions and determine sensible next steps.
• Will follow up repeatedly when necessary rather than letting something quietly fall through the cracks.
• Can manage multiple priorities and distinguish between what's urgent, what's important, and what can wait.
• Are comfortable asking questions when you don't understand something - but learn from the answer so you don't need to ask the same question repeatedly.
• Can be trusted with sensitive company, employee, financial, and personal information.
• Are willing to say, "I don't know, but I'll figure it out."

What You Don't Need

• Years of Executive Assistant experience.
• Previous experience with payroll, insurance, benefits, or accounting.
• To already know the software and systems we use.
• Experience working at a large company.
• A traditional Executive Assistant background.