Executive Operations Specialist | AI & Automation

We’re looking for a highly proactive Operations professional who can become a true right hand to leadership . This role is for someone who understands how a business operates, keeps priorities and projects moving, solves problems proactively, and creates structure where needed. You’ll work closely with leadership to coordinate workflows, manage follow-ups and deadlines, improve internal processes, and make sure important tasks don’t fall through the cracks.

This is not a traditional Virtual Assistant role . We’re looking for someone who takes ownership, thinks ahead, and can turn high-level or sometimes unclear requests into organized next steps and execution.

Key Responsibilities

Coordinate day-to-day operations, projects, priorities, and deadlines. Work closely with founders and executives to keep key initiatives moving. Track action items, follow-ups, deliverables, and outstanding decisions.

Build, document, and improve workflows, processes, and SOPs. Identify operational bottlenecks and implement practical solutions. Maintain CRMs, project management tools, databases, and internal documentation.

Coordinate with team members, clients, vendors, and other stakeholders. Support executive priorities, meetings, research, calendar, and communications when needed. Use AI and automation tools to improve productivity and reduce repetitive work.

Research problems independently and bring possible solutions. Support other areas of the business as needed, including client operations, marketing operations, finance/admin, and internal projects. Experience in Business Operations, Executive Operations, Project Coordination, Process Improvement , or a similar role.

Strong ownership mentality with the ability to work independently and proactively. Experience working directly with founders, CEOs, executives, or senior leadership is highly valued. Excellent organization, prioritization, and follow-through.

Experience building or improving workflows, SOPs, and internal processes. Comfortable managing multiple projects and changing priorities. Tech-savvy and able to learn new tools quickly.

Experience using AI tools such as ChatGPT, Claude, Gemini, or similar in day-to-day work. Experience with Zapier, Make, n8n, AI agents, or other automation tools is a strong plus. Familiarity with Notion, ClickUp, Monday.com, Asana, Airtable, HubSpot, or similar platforms .

Professional written and spoken English (C1/C2) . Experience working remotely with U.S.-based teams is a plus.

Compensation

$1,200–$1,500 USD/month , depending on experience. 100% remote position. Full-time contractor opportunity.

Work directly with U.S.-based businesses and leadership teams. Opportunity to take real ownership and have a direct impact on business operations. Exposure to AI, automation, and modern business systems .

10 PTO days per year. 3 sick days per year. 6 U.S. federal holidays.