About the job
The Vision At AI Leadership, we believe in clarity, structure, and well-run operations that let our team focus on the work that creates the greatest impact. The Executive Operations Assistant role exists to own the operational spine of our keynotes and executive sessions — from opportunity intake and contract review through delivery readiness and post-session follow-through — so nothing falls through the cracks between Sales, our clients, our executive, and our internal team.
Who We're Looking For
The Executive Operations Coordinator will be the detail-obsessed, proactive owner who keeps keynotes, executive sessions, contracts, and our CRM moving without dropped balls. This is not a role for someone who only follows rigid checklists; we need someone who can operate with sound judgment, distinguish what can be automated from what requires human review, and bring genuine executive presence to direct client and stakeholder interactions.
You will be measured on your ability to keep every qualified opportunity moving with a clear owner and next action, ensure every contract is reviewed and tracked to signature without missed deadlines, and deliver a complete, on-time preparation package for every keynote and executive session.
Why You Should Join Us
AI Frontier: Direct exposure to the AI space, using and refining AI-driven tools for contract review, CRM hygiene, and workflow automation.
Career Growth: This role is designed to evolve into a full-time Project Manager position (with a further path toward Advisory Project Manager or broader Executive Operations) as you gain context, demonstrate ownership, and take on greater scope.
High-Impact Environment: Work directly with senior leadership and clients, supporting high-visibility keynotes and executive advisory engagements.
Role Responsibilities
Log and route every inbound keynote and executive-session inquiry to the right owner — fast. Coordinate directly with agencies and clients on approved pricing, date options, and next steps. Run the human feasibility check on the executive's calendar, routing, and travel before any date gets locked in. Take the operational handoff from Sales the moment an executive session gets a verbal yes. Keep every opportunity's CRM record complete: clear owner, next action, follow-up date, accurate stage.
Review every NDA and contract for completeness, commercial accuracy, and anything unusual — before it reaches signature. Flag and resolve routine issues yourself; escalate anything that needs legal or executive judgment. Keep an organized, easy-to-find agreement catalogue with status, owner, and key dates. Chase down the client, drafter, and internal reviewers until each agreement is signed and filed — no one else should have to.
Build the delivery plan the moment a session is confirmed: milestones, owners, dependencies. Gather the business inputs, attendee context, and materials each session actually needs. Drive the working sessions that produce the run of show and final prep package — and keep it current for every contributor. Get the internal debrief and client follow-up conversation on the calendar before the session even happens.
Maintain the CRM and trackers so leadership never has to double-check the numbers before using them. Reconcile dashboards against source activity and close data gaps before they become someone else's problem. Document how things work and build automation for the repeatable stuff — while knowing exactly which calls (calendar feasibility, custom content, client exceptions) still need a human. Keep each client's Slack channel as the one place anyone can go for the full picture.
Skills & Attributes
We're Looking For Executive Presence: You communicate confidently and professionally with senior stakeholders and direct client contacts.
Exceptional Attention to Detail: You notice discrepancies, keep records airtight, and close loops without being chased.
Proactive Ownership: You anticipate needs, surface risks early, and bring solutions — not just problems.
Operational Judgment: You know what you can handle independently and what needs to be escalated.
Technology Fluency: Comfortable learning CRMs (e.g., Attio or similar) and using AI tools responsibly for contract review and workflow automation.
Strong Written Communication: You produce concise, polished, context-rich messages and briefs.
Discretion & Trustworthiness: You handle confidential client, contract, and executive information appropriately.
Requirements
Nice to Haves
Our Values
Create remarkable experiences – Every interaction is a chance to satisfy clients and internal team members.
Always be growing – Committed to continuous improvement and individual learning.
Deliver results – Taking initiative to solve problems and drive success regardless of formal responsibility.
Do the right thing – Prioritizing integrity, respect, and discretion in all interactions.
Practice what we teach – Pushing the boundaries of what it means to be AI-driven.
Compensation & Location
Employment Type: Full-time (Remote as an independent contractor)
Compensation: Starting at $2,800 USD/month, depending on experience.
Location: Remote — must be aligned within the US Central or Eastern time zone, available during agreed core business hours.
Application & Selection Process
TO APPLY: Send your Resume (PDF titled "Lastname.Firstname.EOA.pdf") to [[email protected]].
Briefly mention: A process improvement example, share an example of how you've improved an operational or administrative workflow in the past (preferably using AI or automation tools). We want to get a glimpse of your personality, and why you believe you're the ideal candidate for the Executive Operations Assistant role.
Our process is thorough but rewarding. Here's what you can expect: Technical AI Prompt Test and Operational Judgment Exercise Behavioral Assessments: Working Genius (to assess natural strengths). Three-Step Interview sequence: Initial Screening call → Head of Global Advisory → President
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