Executive Assistant - AI Implementation & Operations

We are seeking a highly organized, proactive, and tech-savvy Executive Assistant with an AI implementation background to provide strategic, operational, and administrative support to company leadership. This role goes beyond traditional executive assistance by leveraging AI tools, workflow automation, and process optimization to improve efficiency across the organization.

The ideal candidate is highly resourceful, detail-oriented, and passionate about integrating AI into daily business operations. You should be comfortable managing executive priorities while identifying opportunities to automate repetitive tasks, improve workflows, document processes, and support AI-driven business initiatives.

Requirements

Key Responsibilities:

Executive Support

• Manage and maintain executive calendars, appointments, and priorities.
• Coordinate meetings, prepare agendas, capture action items, and ensure timely follow-up.
• Screen, organize, and prioritize emails, messages, and executive communications.
• Prepare reports, presentations, proposals, and executive briefing materials.
• Coordinate travel arrangements, accommodations, transportation, and itineraries.
• Handle confidential information with professionalism and discretion.
• Manage special projects and executive initiatives from planning through execution.

AI Implementation & Process Automation

• Identify repetitive administrative and operational tasks that can be automated using AI.
• Research, recommend, and implement AI tools that improve productivity and operational efficiency.
• Build and maintain AI-assisted workflows using platforms such as ChatGPT, Claude,
• Gemini, Make, Zapier, n8n, or similar automation tools.
• Assist leadership in integrating AI into internal business operations.
• Monitor AI workflows and automation systems, troubleshoot issues, and escalate technical concerns when necessary.
• Test and document AI processes to ensure accuracy, consistency, and reliability.
• Stay informed on emerging AI technologies and recommend practical applications for the business.

Operations & Project Coordination

• Track projects, deadlines, milestones, and deliverables across multiple departments.
• Develop, improve, and document Standard Operating Procedures (SOPs) and internal workflows.
• Coordinate cross-functional initiatives and ensure timely completion of assigned tasks.
• Organize and maintain digital assets, contracts, and operational documentation.
• Conduct research on industry trends, competitors, vendors, and business opportunities.
• Support recruitment, onboarding, and administrative HR processes when needed.

CRM & Business Development Support

• Maintain CRM records, lead pipelines, and customer databases with a high degree of accuracy.
• Coordinate client onboarding and follow-up processes.
• Track sales activities, proposals, contracts, and renewals.
• Assist with outreach campaigns, email communications, and business development initiatives.
• Prepare reports on business performance, KPIs, and operational metrics.

Documentation & Knowledge Management

• Create and maintain documentation for AI workflows, automation systems, and business processes.
• Organize company knowledge bases using platforms such as Notion, ClickUp,
• Confluence, or Google Workspace.
• Ensure company files remain organized, version-controlled, and easily accessible.
• Maintain accurate documentation of recurring processes and operational procedures.

Administrative Support

• Process expenses, invoices, reimbursements, and administrative records.
• Coordinate company events, workshops, webinars, and executive meetings.
• Support vendor management and administrative purchasing.
• Perform additional administrative duties and special projects as assigned.

Qualifications & Skills:

Required

• Minimum of 3 years of experience as an Executive Assistant, Operations Coordinator,
• Project Coordinator, Executive Virtual Assistant, or similar role.
• Demonstrated experience implementing AI tools or workflow automation in a business environment.
• Strong understanding of modern AI platforms including ChatGPT, Claude, Gemini, or equivalent AI assistants.
• Experience with workflow automation platforms such as Zapier, Make, n8n, or similar tools.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and Microsoft Office.
• Experience using project management software such as ClickUp, Asana, Monday.com, Trello, Notion, or similar platforms.
• Experience with CRM systems including HubSpot, Salesforce, Zoho, GoHighLevel, or equivalent.

Preferred

• Strong organizational skills with exceptional attention to detail.
• Ability to prioritize competing priorities while maintaining accuracy.
• Strong analytical and problem-solving skills.
• Ability to work independently with minimal supervision.
• High level of integrity and confidentiality.
• Experience supporting founders, CEOs, or executive leadership.
• Familiarity with AI prompting, prompt engineering, and AI-assisted content creation.
• Experience documenting SOPs and business processes.
• Experience with API integrations and automation workflows.
• Basic understanding of no-code/low-code automation platforms.
• Experience coordinating remote teams.
• Familiarity with business analytics dashboards and reporting tools.
• Experience working in startups, consulting firms, or fast-paced environments.

Benefits

• work-from-home opportunity.
• Opportunity to contribute to a growing business by enhancing efficiency and client experience.
• Supportive and collaborative work environment.