Executive Assistant – Operations, Process, AI

This is a fully remote position, open to applicants anywhere in the world.

📋 Description

• Observe the daily operations of the Founder, which include calls, reviews, planning, and communication with clients and team members.

• Recognize repetitive tasks and decisions, documenting them as Standard Operating Procedures (SOPs), checklists, and templates.

• Transfer documented processes to the team and ensure adherence to them.

• Create automations across project management, documentation, Slack, email, CRM, and forms.

• Design and evaluate AI workflows utilizing Claude, ChatGPT, and other similar tools.

• Maintain and enhance a repository of prompts, automations, and workflows.

• Monitor the Founder’s priorities, projects, and deadlines.

• Follow up with the team to ensure that tasks and deadlines are met.

• Prepare meeting agendas, take notes, and transform meetings into assigned action items with designated owners and deadlines.

• Oversee the Founder’s calendar, manage inbox triage, and handle daily administrative tasks.

• Coordinate the transfer of responsibilities and shared tasks with the part-time assistant.

⛳️ Requirements

• A minimum of 2 years experience managing projects, timelines, and multiple stakeholders.

• Agency experience is essential: familiarity with or experience in a creative, marketing, or advertising agency.

• Proficient in written and spoken English.

• Available for full-time work during US Eastern Time (ET) business hours.

• Hands-on experience with AI tools and a willingness to explore new options.

• Strong focus on processes; capable of documenting, simplifying, and enhancing work methods.

• Highly organized, proactive, and comfortable collaborating directly with a fast-paced founder.

• Stable internet connection and a quiet workspace.

• Familiarity with automation platforms such as Zapier, Make, or n8n is a plus.

• Knowledge of Notion, Slack, Google Workspace, and similar tools is advantageous.

• Experience in video, advertising, or content production workflows is beneficial.

• Prior experience as an Executive Assistant or Chief of Staff supporting a founder or executive is a plus.

• Submission of a CV or LinkedIn profile is required.

• A brief note on an agency you have worked with and a process you have built or improved.

• An example demonstrating the use of AI or automation to enhance efficiency at work.

• A 2-minute Loom or voice recording introducing yourself in English.

🏝️ Benefits

• Full-time employment.

• Remote work opportunities available worldwide.

• Availability during US Eastern Time (ET) business hours.