Executive Assistant
Company Overview
It is a lean, high-performance company operating in the AI consulting and implementation space. We help ambitious individuals start and scale profitable AI consulting businesses by teaching them how to install revenue-driving AI systems into client operations. We are currently a team of five, and our culture is extremely fast-paced, high-energy, and entirely focused on winning. We value speed, excellence, and ownership — and this environment is not for the weak.
Mission
You'll be the operational and administrative backbone of the business, supporting the Founder as a proactive partner, managing their schedule, and acting as a vital gatekeeper/filter between them and external parties. Day-to-day you'll optimize and automate workflows to reduce complexity, document SOPs from scratch, manage integrations (Zapier, n8N, APIs), and effectively run day-to-day tasks so the Founder can protect their time and focus. If you enjoy working at high velocity, taking full ownership of tasks, and turning chaos into clarity — you'll feel right at home. Your ultimate goal is to have a full understanding of the business to handle delegated responsibilities effectively, solving problems independently rather than just reporting issues.
Key Responsibilities
Your daily tasks will vary, giving you room to learn, grow, and strengthen your skills while supporting the team with excellence. Your focus will be a blend of Executive Assistance, workflow optimization, and administrative management.
- Manage the Founder's calendar and inbox efficiently, acting as a reliable gatekeeper and filter for external communications to protect the Founder's time and mental focus.
- Proactively identify workflow gaps, independently propose solutions, and make strategic recommendations (including potential future hires) when raising operational opportunities.
- Design, optimize, and automate processes from scratch to reduce operational steps and complexity using tools like Zapier, n8N, and AI tools.
- Maintain and update integrations across our business tools, including CRM platforms and collaboration software.
- Create, document, and maintain crystal-clear SOPs and business processes from scratch.
- Build dashboards, manage databases, and aggregate data to provide clear visibility into business performance.
- Maintain absolute confidentiality of sensitive financial and client data.
Qualifications
- Years of Experience: 3+ years in a proactive Executive Assistant or Operations Support role
- CRM Tool: Experience with Close CRM, HubSpot, or GoHighLevel
- Softwares: Close CRM (or equivalent HubSpot/GHL), Zapier, n8N, Notion, Slack, and proficiency with AI tools (or a proven ability to learn them quickly)
- Industry Knowledge Required: Tech-savvy background with experience or strong interest in business process automation and AI
- Specific Gender: Female candidates preferred
Skills & Competencies
- High agency and ownership mentality; you do not wait to be told what to do. You see a gap, you fill it, and solve problems independently.
- Clear, fast, and concise communication (written and spoken English) with a commitment to fast response times.
- Highly analytical and structured mind; more data-driven than emotional.
- Strong attention to detail and desire for completeness and commitment to excellence in absolutely everything you touch.
- Ability to build databases, reports, and dashboards to serialize data into actionable insights.
- Resilience and ability to thrive in a fast-paced, high-pressure environment. Highly emotional personality types will not succeed here.
- Strong troubleshooting, workflow mapping, and technical problem-solving skills.
Technical Requirements
- Own PC or laptop
- Reliable internet connection
- Noise-cancelling headset and a quiet, professional workspace
- Familiarity with workflow automation platforms (Zapier, n8N, or comparable tools)
- Strong tech literacy with the ability to learn and adopt new AI productivity tools at a fast pace
The First 30–90 Days (Objectives)
- Document all critical SOPs and build out core business processes from scratch.
- Conduct a full review of our current workflows and execute optimizations to reduce operational steps.
- Successfully take over and effectively manage the Founder's calendar and inbox, establishing a seamless filter for external communication.
Growth & Future Opportunities
This is a ground-floor opportunity. For a proactive performer who demonstrates deep business understanding and excellent execution, there is a clear path to take on increased delegated responsibilities, optimize cross-departmental workflows, and scale alongside the company's executive team.