Claude-Savvy Executive Assistant - Freelance, Remote

Magic

3d•Remote

About The Position

Our client is a mission-driven organization running fellowship and cohort programs that connect donors, partners, and fellows across an international, cross-cultural network. Their Founder's week is built around back-to-back external calls, recurring internal syncs across multiple affiliated initiatives, and a constant stream of relationships that need timely follow-through. As the organization grows, they're building an increasingly AI-enabled operating model — using tools like Claude to summarize information, triage communication, and keep everything moving without things falling through the cracks. This role exists to take real ownership of the calendar, the inbox, and the "did we follow up with X" loop, using Claude and Claude Code/CLI as core working tools rather than optional add-ons. The organization needs someone who can operate inside their AI-native workflows independently — triaging what matters, summarizing what's dense, and anticipating what's next — so the Founder can focus on the relationships and decisions that need his direct attention.

Requirements

Proficiency with Claude AI, including Claude Code/CLI, sufficient to triage information and operate within existing AI workflows without constant hand-holding
2+ years of experience as an EA, coordinator, or ops support professional
Comfortable managing a high-volume, fast-moving calendar (10+ meetings/day is normal in this role)
Strong, warm written communication skills — able to draft emails convincingly in someone else's voice
Sound judgment handling sensitive threads (compensation, HR, contracts) — knows what needs to go to the Founder directly versus what can be routed elsewhere
Fluency operating inside Claude and Claude Code/CLI as daily working tools, not just occasional use
Comfort with NotebookLM, Google Workspace (Gmail, Calendar, Drive), and command-line access as needed
Familiarity with (or fast willingness to learn) Zoom, basic project trackers, and standard outreach/CRM support tools
Ability to build light automations or agent workflows to remove repetitive manual steps
Proactive, second-order thinking — you anticipate the next step before being asked
High discretion and judgment with confidential or sensitive information
Detail-oriented enough to track dozens of open follow-ups without dropping any
Warm, relationship-minded communication style that reflects well on the person you're representing
Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
Internet speed of at least 40MBPS
Headset with an extended mic that has noise cancellation and a webcam
Back-up computer and internet connection
Quiet, dedicated workspace at home

Nice To Haves

A bonus if you're drawn to or already familiar with nonprofit, ministry, or cross-cultural/international work

Responsibilities

Use Claude, including Claude Code/CLI where applicable, to summarize vendor PDFs, pitch decks, and deal flow into actionable recommendations
Maintain and use NotebookLM as the organization's source-of-truth and knowledge base
Refine and run existing Claude skills/workflows, implementing modest automations and agent workflows as needed
Manage the Founder's calendar end-to-end — book, reschedule, and protect time across external meetings, recurring internal check-ins, and personal commitments that need to stay blocked
Batch and buffer back-to-back external calls so there's breathing room between them
Proactively flag scheduling conflicts before they happen
Coordinate fellowship and cohort logistics across time zones, including stacking Asia-region calls
Triage inbox daily; handle or draft responses to routine requests, and route (not relay) items that belong with someone else on the team
Track open threads waiting on a decision from the Founder specifically, and surface them as a short daily list rather than forwarding full threads
Draft follow-up emails after every external meeting within 24–48 hours, in the Founder's voice
Maintain a running contact log — who was met, when, what was discussed, and what's next — and track open loops until they're actually closed
Prep brief pre-meeting notes (who, context, ask) ahead of external calls
Process meeting recordings/transcripts into action items for recurring internal meetings
Keep a running list of commitments made in meetings so they get tracked and followed through
Run exit interviews and summarize feedback, surfacing clear recommendations
Track registrations/RSVPs for public-facing events and flag capacity or logistics issues early
Support the fellows/cohort pipeline — kickoff scheduling, applicant follow-up, and onboarding logistics
Handle ad-hoc admin tasks: research, document prep, and presentations
Manage expense submission reminders and other recurring admin deadlines
Monitor comments on active planning documents and ensure they're addressed or routed appropriately