Maior - Executive Operations Coordinator

Support the CEO of a consulting firm, build AI workflows, and automate repeatable work. Four-hour overlap with US Eastern required. $2,500-2,750/month | Full-time | Remote Hi, I’m Shireen, CEO of Maior . I launched Maior (from the Latin for 'bigger') about two and a half years ago with one simple idea: to help small and mid-sized law firms and accounting firms think bigger about what their firm can be - for their clients, their profits, and their employees. Before Maior, I practiced law for 10 years, led operations and strategy work at BDO and KPMG, and served as COO of a national law firm. That blend of legal practice, Big Four strategy, and operational leadership gives me a unique lens when I walk into a client firm. My clients range from boutiques with a handful of partners up to firms with 300 attorneys or 500 accountants. I help them with everything from pricing and staffing models to moving up-market, fixing operational pain points like bloated accounts-receivable balances, and recruiting and integrating heavy-hitting partners. The team today is small: me, a researcher based in Ireland who comes from a data background and pitches in on anything, and a second person who handles admin and graphic design. I'm comfortable with remote and international hiring, and I'm a strong believer in people working their own local hours rather than being stretched late into the night. A key focus right now is figuring out how better project management and AI can help us deliver client work faster. I recently finished an AI course myself and want a right-hand person who is AI-fluent, curious, and can help build skills, workflows, and automations block by block - with proper guardrails and human checkpoints. We're looking for an Executive Operations Coordinator who blends executive assistant discipline, project management rigour, and hands-on AI fluency. You'll take the day-to-day nudging, admin, and project-management load off of Shireen’s plate so she can focus on client-facing consulting work, and over time you'll help build AI and automation workflows that speed up our client deliverables and internal operations. In this role, you will: 📋 Manage the CEO’s calendar and proactively work backwards from upcoming deadlines to keep the team on task ✏️ Keep the two existing team members moving and delivering on time 💡 Manage vendors - check in on progress, chase updates, unblock issues, and push back nicely when scope isn't right 💻 Handle admin work around new client onboarding (building interview trackers, scheduling 30+ interviews at a client firm, tracking status) 🧪 Spot repeatable processes and automate them over time 🎓 Help build AI skills, workflows, and light automations to speed up client deliverables (turning a repeated 'kickoff call document' into a reusable skill, for example) 📦 Ask smart follow-up questions ('did you look at this?', 'what data set did you use?') and connect the dots across the business You'll work your own local hours, as long as there's about four hours of overlap with US Eastern (New York) mornings. To be successful in this role, you need: ✅ AI-fluency - not a 'ninja', but someone who understands how to structure LLMs, build skills and workflows, and use tools responsibly (guardrails, human checkpoints, separate accounts and access) ✅ Hands-on experience with light automation and agents - tools like Make or Zapier, building agents, logical block-by-block workflow design ✅ 3+ years executive assistant and project management blend - able to work backwards from deadlines, manage dependencies, keep team and vendors on task ✅ Strong detail orientation - client-ready, no typos, notices what others miss ✅ Ability to nicely push back on vendors and redirect them to what's actually needed ✅ Curiosity and willingness to learn (watch a YouTube video and figure it out when stuck); understands the 'right' answer depends on who it's for and what they're capable of, time available, and cost vs benefit Brownie points for: ⭐ Experience in or understanding of professional services environments (law firms, accounting firms, consulting) - the dynamics of service businesses vs. product businesses (pricing models, profitability, differentiation driven by individuals who bring in business) The ideal candidate is curious and excited about AI, with a mindset of continuously learning as the tools change. Details genuinely matter to you - you catch them before anyone else does. Empathy and people-awareness run through how you work; you understand that every firm and client has its own personality and adapt accordingly. Nicely pushing back and asking probing questions rather than just executing comes naturally. Thinking in dependencies and working backwards is second nature. You're a self-starter who will figure things out (watch a tutorial, test an approach) rather than wait to be told. What’s in it for you? 💰 $2,500-2,750 per month* 💼 Full-time 🌍 Fully remote 📅 20 days a year of personal and vacation time 💸 Year-end bonus ⭐ Spot bonuses for exceptional performance *Compensation will depend on your experience and location. *Please note that this is a gross salary and that you are responsible for any tax-related procedures in your country of residence. We kindly ask you to apply only if you are happy to work remotely as an independent contractor. This is our typical hiring process - occasionally, it may include extra steps. For this role, JobRack is partnering with the company to find their next hire. We’ll handle all the screening and testing, so they see only the best-fit candidates - like you! 🔍 How to shine • Read the role details carefully. • Submit a thoughtful, high-quality application. • Stay responsive - we’ll keep you updated at every stage. ✨ Important notes • Apply only through JobRack; please don’t contact the company directly. • We expect a respectful hiring experience - any disrespect means instant disqualification. • This is a full-time, primary role (no freelancing or second jobs). ❓ New to remote work? Check out our handy FAQ: jobrack.eu/jobseeker-faq