Executive Operations Specialist - AI & Automation

About the role

This is a full-time, 100% remote executive operations role, not a traditional virtual assistant or administrative support position. You will act as a trusted right hand to business leadership, working closely with them to manage priorities, coordinate projects, improve internal processes and implement practical AI-powered solutions. The ideal candidate asks the right questions, challenges inefficient processes and moves things forward independently.

Key responsibilities

• Work directly with leadership to coordinate priorities, projects, deadlines and day-to-day operations
• Take initiative, track deliverables and keep projects moving without constant supervision
• Identify inefficiencies, create SOPs, streamline workflows and build scalable operational processes
• Use AI tools and automation platforms to remove repetitive tasks and optimise workflows
• Research challenges independently, evaluate solutions and present actionable recommendations
• Manage and improve CRMs, project management platforms, databases and internal documentation
• Coordinate with internal teams, clients, vendors and partners, and support client operations, marketing, finance/admin and other functions

Required profile

• Proven experience in business operations, executive operations, project management, process improvement or a related role
• Experience working directly with founders, CEOs or senior leadership
• Experience with U.S.-based companies, clients or teams, preferably remotely
• Demonstrated experience improving processes, building SOPs and coordinating multiple projects
• Advanced English (C1/C2), written and spoken

Required skills

• AI tools such as ChatGPT, Claude, Gemini or similar
• Automation platforms such as Zapier, Make, n8n or similar
• Tools such as Notion, ClickUp, Monday.com, Asana, Airtable or HubSpot

What we offer

• Pay of $1,200-$1,500 USD per month depending on experience
• Full-time contractor position, 100% remote, working with U.S.-based businesses
• 10 PTO days and 3 sick days per year, plus 6 U.S. federal holidays