AI Manager (Virtual AI Assistant)

Role Summary

The AI Manager is a remote professional who specializes in running AI platforms and programs for entrepreneurs. The role is a three-way partnership:

• The Entrepreneur sets direction, makes the judgment calls, and approves anything that matters.

• The AI handles routine work at speed: drafting, sorting, summarizing, researching, and processing.

• The AI Manager runs the AI every day, checks its work, handles what AI cannot, and owns the results.

The AI Manager does not just use AI tools. They are accountable for the output of the work the AI does. They learn how the entrepreneur thinks, turn that into clear instructions the AI can follow, catch mistakes before they reach anyone, and make the system better each month. The result is an entrepreneur who gets the output of a team without having to manage one.

This role requires strong judgment, clear written English, attention to detail, and a genuine curiosity about how AI can make work faster, easier, cheaper, and better.

Key Responsibilities

1. AI Platform Operations

• Run and monitor the entrepreneur's AI assistants, agents, and automations every working day (for example Claude, ChatGPT, Microsoft Copilot, Gemini, and connected workflow tools).

• Clear task queues, check every run, and rerun or correct anything that fails.

• Complete the steps AI cannot do, such as phone calls, judgment-based follow-ups, and tasks in systems without AI access.

• Keep AI instructions, prompts, templates, and knowledge files current so the AI works from the right information.

2. Partnership with the Entrepreneur

• Learn the entrepreneur's priorities, preferences, voice, and standards, and teach them to the AI.

• Turn the entrepreneur's requests into clear AI instructions, and turn AI output into finished work the entrepreneur can use.

• Send a short end-of-day note: what got done, what is waiting on the entrepreneur, and any issues.

• Route approvals to the entrepreneur quickly and keep decisions moving.

• Protect the entrepreneur's time by handling routine items without needing their attention.

3. Quality Control and Judgment

• Review AI output against the standard for each task before it is used or sent.

• Catch errors, made-up facts, wrong tone, missing details, and outdated information.

• Verify facts, figures, names, and dates against the source.

• Escalate anything with legal, financial, or client-relationship weight to the entrepreneur instead of deciding alone.

4. Workflow Design and Continuous Improvement

• Document each workflow as a clear SOP: trigger, steps, decision points, approvals, and definition of done.

• Turn repeated errors and exceptions into new rules, prompt changes, or template updates.

• Identify the next task or process worth automating and propose it to the entrepreneur.

• Track time saved, error rates, and turnaround against a baseline.

• Deliver a one-page monthly report on results and improvements.

5. AI Tool and Account Administration

• Manage AI accounts, settings, connectors, and user permissions within the approved tool list.

• Monitor AI usage and subscription costs, and flag anything unusual.

• Test new AI features and tools only with approval, and recommend the ones worth adopting.

• Keep a current record of which tools are in use, what they access, and who owns each account.

6. AI-Assisted Executive Support

• Manage the entrepreneur's calendar, inbox, documents, and follow-ups with AI support.

• Research topics, prepare briefs and meeting materials, and summarize long documents and meetings.

• Update CRM records, task boards, and spreadsheets.

• Coordinate with the entrepreneur's team, vendors, and clients as directed.

Confidentiality, Data Protection, and Decision Rights

Confidentiality and Data Protection

• Keep all client information, files, and conversations strictly confidential.

• Put client data only into AI tools the client and Aereach have approved. Never paste client data into personal or unapproved AI accounts.

• Keep each client's work completely separate: separate accounts, separate workspaces, no shared files or prompts between clients.

• Follow the Philippine Data Privacy Act of 2012 and all client and Aereach data policies.

• Log what the AI did and who approved it, so every action has a record.

• Report any mistake, data concern, or suspicious activity to the entrepreneur and Aereach leadership immediately.

Communications and Team Meetings

• Daily end-of-day note to the entrepreneur

• Weekly summary with decisions needed from the entrepreneur

• Monthly results report to the entrepreneur and the Aereach Client Success Manager

• Quarterly Positive Focus call with the entrepreneur and Aereach

• Aereach All Staff: as required

• Aereach monthly training: required

• AI Manager peer group: as scheduled, to share lessons and improvements

Other Duties

• Other tasks as required by the entrepreneur, within this role's decision rights

• Other tasks as assigned by Aereach leadership

Qualifications and Skills

Required

• Bachelor's degree, or equivalent work experience

• Two or more years as an executive assistant, virtual assistant, operations specialist, or similar role with ownership of results

• Hands-on, daily use of at least one major AI assistant (Claude, ChatGPT, Gemini, or Copilot) for real work

• Excellent written and spoken English, clear and professional

• Strong attention to detail and a habit of checking work before it goes out

• Process thinking: the ability to see a task end to end and write it down so someone, or something, else can follow it

• Comfort with Google Workspace or Microsoft 365, and with project or task management tools

• Sound judgment about when to act and when to ask

• Proven ability to handle sensitive information with discretion

• Reliable high-speed internet and backup power

Preferred

• Experience with automation tools such as Zapier, Make, or Power Automate

• Experience building custom AI assistants, projects, or knowledge bases

• Experience supporting a business in a regulated industry, such as insurance, accounting, legal, or finance

• Experience with CRM systems and spreadsheets beyond basic data entry

• Kolbe strengths in Fact Finder and Follow Thru; Working Genius strengths in Discernment and Tenacity

Traits We Hire For

• Ownership: treats the results as their own and follows through without being chased

• Curiosity: wants to learn how AI works and how to make it better

• Integrity: tells the entrepreneur about mistakes right away, including the AI's and their own

• Calm under pressure: stays steady when a tool breaks or a deadline moves

Training and Development

• Aereach University onboarding and the 30/60/90-day plan

• AI Manager certification through Aereach University: Level 1 (Operator), Level 2 (Manager), Level 3 (Senior), each ending with a practical test

• Ongoing training as AI platforms and tools change

• A defined career path with more pay and scope at each step: AI Operator, AI Manager, Senior AI Manager, AI Implementer, AI Operations Lead

• Participation in Aereach professional development opportunities as offered