What are the responsibilities and job description for the Executive Assistant position at SalesAi?
About SalesAi
At SalesAi.com, we are revolutionizing the world of sales and customer service with cutting-edge AI-driven technology. Our platform empowers businesses to seamlessly integrate AI tools into their sales workflows and customer support processes, driving efficiency and smarter operations. As a rapidly growing SaaS company at the forefront of AI innovation, we are committed to maintaining the highest standards of regulatory compliance, data protection, and ethical business practices.
At SalesAi.com, we are building a culture of innovation, collaboration, and continuous improvement. We offer a fast-paced, dynamic work environment where you’ll have the opportunity to make a significant impact on our legal, compliance, and operational success.
We value integrity, creativity, and a passion for solving complex challenges. If you’re looking for an opportunity to work at the intersection of law, technology, and AI with a team that thrives on collaboration and innovation, we’d love to hear from you.
About The Role
We are seeking a highly motivated, proactive, and versatile Executive Assistant / Strategic Right-Hand to support our CEO and COO. This role extends far beyond traditional administrative tasks—it’s about becoming an indispensable strategic partner, driving projects to completion, and ensuring both business and personal responsibilities are handled with speed, precision, and foresight. Inspired by principles from CEO Secret Weapon and Buy Back Your Time, this role is designed to act as a true extension of our executive team, ensuring the CEO and COO remain focused on high-impact work. The ideal candidate is tech-savvy, proficient with AI tools, and possesses exceptional attention to detail, communication skills, and a strong ability to anticipate needs.
What You'll Do
If you’re passionate about working in a dynamic environment where no two days are the same, and you thrive on making a tangible impact both professionally and personally, we’d love to hear from you. This is an opportunity to be more than just an assistant—to be a critical part of a leadership team driving real change.
Some More Good Stuff (Benefits)
At SalesAi.com, we are revolutionizing the world of sales and customer service with cutting-edge AI-driven technology. Our platform empowers businesses to seamlessly integrate AI tools into their sales workflows and customer support processes, driving efficiency and smarter operations. As a rapidly growing SaaS company at the forefront of AI innovation, we are committed to maintaining the highest standards of regulatory compliance, data protection, and ethical business practices.
At SalesAi.com, we are building a culture of innovation, collaboration, and continuous improvement. We offer a fast-paced, dynamic work environment where you’ll have the opportunity to make a significant impact on our legal, compliance, and operational success.
We value integrity, creativity, and a passion for solving complex challenges. If you’re looking for an opportunity to work at the intersection of law, technology, and AI with a team that thrives on collaboration and innovation, we’d love to hear from you.
About The Role
We are seeking a highly motivated, proactive, and versatile Executive Assistant / Strategic Right-Hand to support our CEO and COO. This role extends far beyond traditional administrative tasks—it’s about becoming an indispensable strategic partner, driving projects to completion, and ensuring both business and personal responsibilities are handled with speed, precision, and foresight. Inspired by principles from CEO Secret Weapon and Buy Back Your Time, this role is designed to act as a true extension of our executive team, ensuring the CEO and COO remain focused on high-impact work. The ideal candidate is tech-savvy, proficient with AI tools, and possesses exceptional attention to detail, communication skills, and a strong ability to anticipate needs.
What You'll Do
- Strategic Business & Personal Management
- Ensure daily workflows remain uninterrupted by handling personal logistics (e.g., drinks, snacks, scheduling), enabling executives to focus on high-level strategic work.
- Attend key meetings, capture detailed notes, and immediately distribute actionable items with clear ownership and deadlines. Follow up consistently to ensure completion.
- Strategically manage calendars using time blocking to align tasks with peak productivity periods while protecting focused work blocks from unnecessary interruptions.
- Inbox & Communication Management
- Maintain an inbox zero policy daily for both the CEO and COO, summarizing key emails and highlighting only the most critical items requiring their attention.
- Manage incoming communications, handling routine responses, delegating where appropriate, and escalating only high-priority issues.
- Process Improvement & SOP Development
- Develop and maintain Standard Operating Procedures (SOPs) for recurring tasks, documenting workflows and continuously identifying opportunities for greater efficiency.
- Regularly evaluate workflows and suggest improvements to streamline both business and personal processes.
- Technology & AI Integration
- Utilize AI tools (e.g., ChatGPT, automation software) to streamline workflows and automate routine tasks.
- Become the go-to resource for mastering and troubleshooting tech systems while identifying emerging technologies that enhance productivity.
- Project Management & Cross-Functional Support
- Manage projects from inception to completion, ensuring deadlines are met, quality standards are maintained, and stakeholders are aligned.
- Work with internal teams to support cross-functional initiatives, providing operational support to drive projects forward.
- Personal Scheduling & Logistics
- Oversee personal scheduling for the CEO and COO, including travel arrangements, event planning, and personal appointments.
- Handle personal errands, wellness activities, and other logistical needs to ensure executives remain focused on strategic priorities.
- Financial & Administrative Support
- Assist in managing personal and business finances, tracking tax responsibilities, deadlines, and handling routine administrative tasks.
- Ensure all personal and business responsibilities are coordinated and executed efficiently.
- Discretion, Confidentiality, and Trust
- Handle all sensitive business and personal information with the utmost care and discretion.
- Uphold the highest standards of integrity, ensuring all interactions and decisions respect the confidentiality and trust placed in you.
- Prior Experience: Proven experience in roles that extend beyond traditional executive assistance—such as project management, Chief of Staff, or serving as a strategic right-hand in fast-paced environments.
- Tech Proficiency: Demonstrable experience with AI tools, automation software, and a strong aptitude for quickly learning new systems.
- Exceptional Organization: Proven ability to manage both business and personal responsibilities with exceptional organization and autonomy.
- Problem-Solving Skills: A proactive mindset with excellent problem-solving abilities and a high degree of discretion and trustworthiness.
- Previous experience as a Chief of Staff or in a similar role, where responsibilities included strategic planning, operational execution, and comprehensive support for executive leadership.
- Speed & Efficiency: Must work at a fast pace while maintaining high accuracy and attention to detail.
- Exceptional Communication: Strong verbal and written communication skills with the ability to “close the loop” on tasks.
- Commitment to Excellence: A deep commitment to excellence and a genuine passion for the work we do, consistently delivering results that exceed expectations.
- Adaptability & Flexibility: Comfortable juggling diverse responsibilities, from high-level strategic tasks to minute details.
- Team Player: A collaborative spirit with a willingness to help out wherever needed, even if it means stepping outside your defined role.
- Proactive Follow-Ups: Ensure that all follow-ups, both personal and professional, are handled promptly and efficiently.
If you’re passionate about working in a dynamic environment where no two days are the same, and you thrive on making a tangible impact both professionally and personally, we’d love to hear from you. This is an opportunity to be more than just an assistant—to be a critical part of a leadership team driving real change.
Some More Good Stuff (Benefits)
- Flexible (unlimited) PTO.
- Hybrid work environment.
- 10 yearly paid Holidays.
- Affordable Medical, Dental, and Vision insurance after 30 days.
- Employer-paid life insurance after 30 days.
- 401k with a 4% match
- Regular company-sponsored events.
- Growth and promotional opportunities.
- Voted a top culture company in Indianapolis across multiple categories.
