Real-Time Operations & Executive Assistant (AI-Enabled)

This is a remote position.

About the Role

We are seeking a highly organized and proactive Executive Assistant to support real-time operations across multiple business and legal projects. This is not a basic VA role—we’re looking for someone who can think critically, maintain structure, and help drive execution, not just complete tasks.

You will work closely with leadership to manage active projects, organize workflows, and ensure tasks move forward efficiently.

Key Responsibilities

• Track and manage multiple projects (clients, legal, and business initiatives)
  
• Organize and maintain documentation, including AI-generated content
  
• Convert drafted materials into polished deliverables (Word, PDF, PowerPoint)
  
• Draft and respond to emails, messages, and follow-ups
  
• Manage scheduling, confirmations, and calendars
  
• Support real-time task execution (client updates, invoices, next steps)
  
• Conduct light research (vendors, grants, opportunities)
  
• Assist with overall business operations and coordination
  

Role Scope

• Work closely in real-time collaboration with leadership
  
• Execute and organize tasks based on direction
  
• Not responsible for creating legal documents from scratch
  

Requirements

• Strong organizational and project management skills
  
• Proficiency in Microsoft Word and PowerPoint
  
• Experience using AI tools (e.g., ChatGPT)
  
• Excellent written communication skills
  
• Proactive, detail-oriented, and able to take initiative
  
• Able to work in a fast-paced, dynamic environment with quick response times
  

Nice to Have

• Experience with AI video tools or avatars
  
• Strong presentation design skills
  
• Basic project management experience
  

What We’re Looking For

Someone who can bring structure, keep projects on track, and ensure nothing falls through the cracks while supporting execution in real time.

• Attaching your resume is optional but highly recommended to ensure the accuracy of your application.
  
• A Loom video is required as clients may request it during the selection process.
  
• Complete the skill set section thoroughly—this is crucial for our internal system automation and ensures your application is processed efficiently.