Executive Assistant

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Role: Executive Assistant
Location: SmarterX HQ (Cleveland)
Reports To: CEO, COO

About SmarterX

SmarterX is an AI transformation company. We educate and empower leaders to reimagine business models, reinvent industries, and rethink what's possible. 

  • We believe AI will rapidly transform businesses, industries, jobs, the economy, educational systems, and society. 
  • We believe you can build a smarter version of any business through a responsible, human-centered approach to AI.
  • We believe the future of all business is AI native, AI emergent, or obsolete.  
  • We believe AI education and training is the foundation for success in every organization.

Our goal is to Accelerate AI Literacy for AllTM through courses, content and events. Consulting and speaking are also secondary solutions under the SmarterX brand.

SmarterX has three primary public-facing business units and brands:

  • Marketing AI Institute: Media, event and education business founded in 2016 that is designed to make AI approachable and actionable for marketers. The Institute has more than 90,000 contacts, and its flagship in-person conference, MAICON, draws 1,000+ marketers to Cleveland each year. 
  • AI Academy by SmarterX: Originally launched in 2020 under the Marketing AI Institute brand, AI Academy is being spun off as a dedicated site and brand. AI Academy is a high-growth business unit designed to prepare individuals and organizations for the future of work by making AI education accessible and personalized.
  • The Artificial Intelligence Show: The podcast is SmarterX’s fastest growing media channel with 65,000+ downloads per month. The podcast serves as a promotional tool and lead generator for SmarterX and its business units. 

SmarterX also has an internal AI Content Studio that supports audience growth, demand generation, and customer success across all brands / business units. The AI Content Studio produces blog posts, books, blueprints, courses, newsletters, podcasts, presentations, research, videos and webinars.

Role Overview

The Executive Assistant will provide high-level administrative support to the CEO and COO, while also overseeing key office management and operational functions. 

This role requires strong organizational skills, attention to detail, discretion, and the ability to anticipate needs. The Executive Assistant will play a critical role in supporting executive workflows, company operations, and the overall employee experience as SmarterX grows.

Key Responsibilities

Executive Support (CEO & COO)

  • Manage scheduling, calendars, and travel logistics for the CEO and COO.
  • Handle meeting coordination, agenda preparation, and follow-ups for leadership meetings.
  • Assist in drafting communications, presentations, and reports.
  • Act as a gatekeeper for executive requests, ensuring efficient prioritization.
  • Coordinate board meetings, investor updates, and leadership offsites as needed.

Office & Operations Management

  • Answer incoming telephone calls, and direct to the appropriate internal point of contact.
  • Oversee day-to-day office administration, ensuring seamless operations.
  • Maintain a welcoming office condition and provide general support to office visitors.
  • Serve as a point of contact for vendors, IT support, and facilities management.
  • Assist in expense tracking, procurement, and budget management for operational needs.
  • Manage HR coordination tasks, including onboarding logistics for new hires.
  • Help maintain company policies, procedures, and compliance-related documentation.

HR, Hiring & Onboarding Support

  • Assist with new hire onboarding, including equipment setup, system access, and team introductions.
  • Maintain employee records, HR documentation, and internal communications.
  • Support recruiting logistics, such as scheduling interviews and coordinating candidate communications.
  • Coordinate team appreciation initiatives (e.g. gifts, apparel orders, random acts of kindness). 

AI & Automation Management

  • Oversee and optimize AI-powered administrative assistants to streamline workflows.
  • Implement and manage automation tools for scheduling, communications, and task management.
  • Continuously evaluate AI-driven processes to improve efficiency and reduce manual tasks.

Qualifications & Experience

  • Proven experience as an Executive Assistant, Office Manager, or similar administrative role.
  • Strong organizational and time management skills with the ability to prioritize multiple tasks.
  • Experience managing executive calendars, travel arrangements, and confidential information.
  • Familiarity with HR support, office administration, and operations management.
  • Experience with HubSpot or similar CRM for managing contacts, scheduling, and communications.
  • Proficiency with AI tools and automation for workflow optimization is a plus.
  • Excellent written and verbal communication skills.

Compensation & Benefits

  • Competitive base salary with performance-based incentives.
  • Profit-sharing and long-term incentive opportunities.
  • Comprehensive benefits package (health, dental, vision, Simple IRA, etc.).
  • Flexible work environment with a strong team culture.

How to Apply

Interested candidates should submit their resume and a cover letter outlining their experience and approach to executive support and office management at SmarterX. Apply here!