Executive Assistant (AI-savvy, WFH)

Cadence; United States; Remote; USD 60,000 - 100,000; Full time

Job summary

An innovative language services firm is seeking a proactive Executive Assistant to support the CEO and optimize workflows. This fully remote role is designed for someone who thrives in a dynamic environment, leveraging data analysis and communication skills to drive business development and enhance team collaboration. You'll be instrumental in streamlining processes, managing information, and supporting leadership in achieving strategic goals. If you're passionate about efficiency and ready to make a significant impact, this is the perfect opportunity for you.

Qualifications

• 5+ years in workflow optimization roles with software tools.
• Strong analytical skills with a passion for AI efficiency programs.

Responsibilities

• Analyze data to support decision-making and streamline workflows.
• Assist in planning company events and executing projects.

Skills

Workflow Optimization

Data Analysis

Google Sheets / Excel

Time Management

Communication Skills

AI Tools

Organizational Skills

Tools

Slack

Notion

Apollo

Job description

ABOUT US

Cadence (www.cadencetranslate.com) is a language services firm servicing the due diligence industry. We started in Beijing in 2014 and the types of clients we serve are expert networks, investment firms, consulting firms and market research firms. We are a remote-first company whose staff is located across multiple countries.

Job Overview:

You would be our first dedicated hire as an Executive Assistant reporting to our CEO. This role combines executive support with a focus on workflow optimization, business development and communications. This is far beyond a typical 'manage my inbox, book my travel' type of role (I will manage my own inbox and book my own travel!). You will play a critical part in streamlining processes, driving employee engagement, and supporting leadership in achieving company goals. This role is fully remote (WFH).

Key Responsibilities:

Data Analysis and Management

• Collect, analyze, and interpret data to support decision-making processes.
• Develop and modify data structures and systems to streamline workflows.
• Create and maintain dashboards to track key performance metrics and project progress.
• Identify trends and provide actionable insights to leadership.

Business Development Support

• Build lead lists tailored to our target industries (expert networks, investment firms, etc.).
• Monitor email campaigns on Apollo, ensuring timely follow-ups and engagement with prospects.
• Utilize data to refine outreach strategies and improve campaign effectiveness.

Information Management

• Use Slack and Notion to promote open communication and collaboration within various teams.
• Maintain organized, accessible documentation of processes and key projects.

Special Projects

• Analyze current workflows and identify areas for improvement, leveraging AI tools and technologies where applicable.
• Partner with leadership to design, test, and implement new operational strategies.

Event Planning

• Assist in planning and executing company events, both in-person and online, ensuring seamless execution.

Behavioral Competencies:

• You heart data: You are comfortable working with large datasets, identifying patterns, and presenting clear insights.
• Entrepreneurial, Proactive, Solutions-Oriented Mindset: This role requires systems thinking to design, implement, and optimize new workflows. You are a self-starter and critical problem solver who can switch priorities at a moment's notice with minimal or no direction.
• High Emotional Intelligence (EQ): You will work in a mostly remote capacity to influence outcomes of internal and external counterparties. You must be adaptable and open to change in a dynamic work environment, presenting a positive and respectful demeanor in all situations.
• Detail Oriented: You monitor your work and projects by checking them against milestones, discovering weaknesses or missing data. You are hyper-attentive to detail and work well under pressure.
• Teamwork: You genuinely value others' input and expertise and are willing to learn from others. You solicit ideas and opinions to help form specific decisions or plans.
• Information Seeking: You ask a series of probing questions to get to the root of a situation or problem, going below the surface presentation.
• No Task is Too Small: You possess humility and a strong work ethic to do whatever is necessary to achieve results and make impact.

Key Skills, Qualifications, and Experience:

• 5+ years working in a role where you optimized workflows
• Of those 5+ years, you've ideally been recently in a position to be an administrator of software tools such as the ones listed below.
• Passionate about AI and other workflow efficiency programs.
• Mastery of Google Sheets / Excel and fluency with computers in general.
• Experience working with Slack
• Experience working with Notion (or comparable software)
• Experience working with Apollo (or comparable software)
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team.