Executive Assistant

Job description:

We https://www.visionumgroup.com/ are building a modern, high-performance Chairman’s Office ecosystem focused on strategic coordination, global networking, operational excellence, institutional positioning, and AI-enabled execution systems.

We are looking for a highly organized, proactive, tech-savvy, research-oriented, and AI-enabled professional to work closely with the Chairman’s Office in managing coordination, scheduling, communication, strategic follow-ups, digital organization, operational execution, and research support.

This is not a routine assistant role.

The position offers direct exposure to:

● founder/chairman-level operations

● international business ecosystems

● strategic coordination and execution

● diplomacy and institutional environments

● global networking ecosystems

● AI-enabled workflows and modern operating systems

Executive Assistant – Chairman’s Office (AI-Enabled)

Work Structure

Remote-first / Hybrid

(Flexible but high-accountability environment)

Role Overview

We are looking for an Executive Assistant who can function as a highly reliable operational and

strategic coordination partner to the Chairman’s Office.

The ideal candidate should combine:

● strong execution capability

● organizational discipline

● professional communication maturity

● research and coordination ability

● AI-enabled productivity and workflow skills

This role requires someone who can manage multiple priorities, maintain structured systems,

ensure strong follow-up discipline, and operate effectively in a fast-moving entrepreneurial

environment.

Executive & Calendar Management

● Manage the Chairman’s calendar, meetings, calls, appointments, reminders, and

scheduling priorities

● Coordinate domestic and international travel, itineraries, accommodations, logistics, and

related arrangements

● Prepare daily schedules, priority trackers, meeting reminders, and follow-up systems

● Ensure smooth day-to-day coordination and time management for the Chairman’s Office

Coordination & Operational Execution

● Track ongoing tasks, commitments, action items, and strategic follow-ups

● Coordinate with internal teams, external stakeholders, partners, chambers, clients, consultants, and strategic contacts

● Ensure timely communication and execution across ongoing projects and initiatives

● Build and maintain structured operational systems, trackers, and workflows

● Support smooth coordination across business development, PR, networking, and

strategic initiatives

Communication & Documentation

● Draft, review, and manage professional emails, presentations, reports, proposals, and

official communication

● Prepare briefing notes, meeting summaries, follow-up documents, and strategic

coordination material

● Maintain highly organized digital records, files, databases, and documentation systems

● Handle confidential information with professionalism, discretion, and maturity

● Support professional communication and relationship continuity across strategic

stakeholders

Research & Strategic Support

● Conduct research related to international trade, commodities, business ecosystems,

geopolitics, government initiatives, chambers, embassies, conferences, and strategic

sectors

● Prepare concise summaries, research briefs, opportunity reports, and strategic notes

● Monitor relevant developments across business, trade, policy, logistics, and global

networking ecosystems

● Identify relevant conferences, forums, delegations, media opportunities, and institutional

ecosystems

● Support strategic intelligence gathering and information organization for the Chairman’s

Office

AI, Productivity & Systems Management

● Use AI tools and modern productivity systems to improve execution, organization,

communication, research, and workflow efficiency

● Help build and maintain digital dashboards, trackers, databases, and operational

systems

● Explore automation opportunities for repetitive workflows and operational coordination

● Support creation of a highly organized and scalable digital Chairman’s Office ecosystem

● Leverage AI-enabled workflows for research, drafting, scheduling, summaries, reporting,

and operational optimization

Skills & Qualities Required

We are looking for individuals who demonstrate:

● Excellent communication and professional writing skills

● Strong organizational and coordination ability

● Research and analytical capability

● High ownership and execution mindset

● Strong follow-up discipline and attention to detail

● Ability to multitask and manage dynamic priorities

● Professional maturity, discretion, and reliability

● Calm, dependable, resourceful, and solution-oriented mindset

● Strong digital and technology orientation

● Comfort with AI tools, productivity systems, and modern workflow platforms

AI & Productivity Orientation (Strongly

Preferred)

Candidates who actively use AI tools, automation platforms, productivity systems, or digital

workflows to improve execution, research, communication, organization, and operational

efficiency will be strongly preferred.

We value candidates who are:

● tech-savvy

● AI-curious

● process-oriented

● highly resourceful

● eager to leverage modern tools for smarter execution

This mindset is an important part of how we are building the Chairman’s Office ecosystem

Preferred Background

Candidates with exposure to any of the following will be preferred:

● Executive Assistant / Founder’s Office

● Strategic Coordination

● Business Operations

● Project Coordination

● Research & Strategic Support

● Consulting / Administration

● International Business Ecosystems

● Event & Relationship Coordination

● AI-enabled productivity or workflow systems

Who Will Thrive In This Role?

This role is ideal for someone who:

● naturally organizes systems and workflows

● enjoys coordination and operational execution

● thinks proactively and independently

● follows up consistently without supervision

● communicates professionally and clearly

● enjoys fast-moving entrepreneurial environments

● is comfortable using AI tools and productivity systems

● wants exposure to leadership-level operations and strategic ecosystems

● is hungry to grow into larger strategic and operational responsibilities over time

Why Join?

This opportunity offers the chance to:

● work directly with leadership

● gain exposure to international business ecosystems

● participate in strategic and high-level coordination

● build strong operational, research, and communication capabilities

● work within an AI-enabled execution environment

● contribute to long-term institution building

● grow within a dynamic and entrepreneurial ecosystem

Benefits:

• Cell phone reimbursement

• Flexible schedule

• Internet reimbursement

• Paid time off

• Work from home

Work Location: Remote

• It is a Full Time Back Office / Data Entry job for candidates with 0 - 6+ years Experience.