Job Description
Job Title:
AI-Enabled Executive & Operations Assistant
Employment Type:
Part-time, Remote
Role Overview
We are seeking a proactive, tech-forward Executive & Operations Assistant to keep our coaching engagements running seamlessly while elevating operational efficiency. This role combines high-touch executive administrative support with hands-on management of our AI-powered workflows—ranging from drafting tailored client follow-ups to optimizing Claude-based document generation pipelines.
This position is ideal for a self-directed professional energized by generative AI tools and continuous process improvement. As core workflows are streamlined and automated over time, this role will naturally expand into higher-level, strategic support for the practice leadership.
Key Responsibilities
Engagement Tracking & Client Support:
Monitor active coaching engagements, track session usage and renewals, manage deliverables on Monday.com boards, and draft client follow-ups.
AI Workflow Development:
Research, build, and optimize AI workflows (primarily utilizing Claude and Gemini) for document generation, transcript analysis, and workflow automation.
Program Production:
Prepare full coaching document suites (progress trackers, nomination templates, interview questions) and assemble client-facing kickoff packages, including lightweight HTML mockups.
Calendar Management:
Oversee complex multi-party schedules and manage Calendly configurations across team members and external coaches to keep systems in sync.
Systems Administration:
Administer user access, permissions, and settings across Google Workspace, Microsoft Teams, Zoom, Google Meet, and LinkedIn accounts.
Document Management:
Maintain firm formatting standards across client-facing materials and ensure file architecture remains clean across Monday.com, Google Drive, and SharePoint.
Ad-Hoc Operational Support:
Provide agile support for day-to-day executive requests, re-prioritizing tasks quickly as operational needs evolve.
Qualifications
Required Experience:
Proven track record in an executive assistant, operations coordinator, or administrative support role (ideally supporting multiple team members simultaneously).
AI Literacy:
Comfortable using or eager to learn AI tools (Claude, Gemini for Workspace) to draft content, analyze information, and refine repetitive tasks.
Tech Stack Proficiency:
Experience with Monday.com, Calendly, Google Drive, Microsoft SharePoint/Teams, and Zoom (or a demonstrated ability to quickly master new software).
Communication & Judgment:
Exceptional written communication skills, sharp attention to detail, and sound discretion when handling client and stakeholder communications.
Self-Management:
Proactive, self-directed working style capable of running concurrent work-streams with minimal supervision.
Preferred Experience
Prior background in executive coaching, professional services, or leadership development.
Hands-on experience building or customizing AI-driven workflows, templates, or document automation pipelines.
How to Apply
Submit your resume alongside a brief overview of your administrative background and any hands-on experience using modern AI tools to streamline operational workflows.