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Technical Executive Assistant (AI Automation & Operations)

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Position Overview
We are seeking a highly organized, technically skilled Executive Assistant who combines traditional executive support with modern AI automation, CRM management, and advanced data modeling expertise.
This role goes beyond calendar management — the ideal candidate understands AI agents, workflow automation, CRM systems, and advanced Excel modeling to help streamline executive operations and scale organizational efficiency.
You will act as a trusted operational partner responsible for managing schedules, optimizing workflows, and implementing intelligent systems that save leadership time.

Key Responsibilities
 Executive Support & Schedule Management
 

  • Manage executive calendar, meetings, travel coordination, and scheduling priorities
  • Coordinate internal and external meetings across multiple stakeholders
  • Prepare meeting agendas, notes, and follow-up action items
  • Draft professional emails, communications, and reports
  • Track deadlines, deliverables, and executive priorities



 AI Automation & Systems Implementation
• Implement and manage AI agents to automate recurring tasks
• Build automation workflows using tools such as:
ChatGPT/OpenAI tools
Zapier, Make, or similar automation platforms
• Automate reporting, reminders, communications, and data workflows
• Continuously identify opportunities to improve efficiency using AI

 CRM Management (Expert Level)
 

  • Manage and maintain CRM systems (HubSpot, Salesforce, or similar)
  • Track leads, partnerships, and client communications
  • Build CRM workflows, automations, pipelines, and reporting dashboards
  • Ensure accurate data entry, tagging, segmentation, and follow-ups
  • Generate executive reports from CRM analytics



 Data Management & Excel Modeling
• Build advanced Excel or Google Sheets models, including:
Dashboards
Forecasting models
KPI trackers
Financial or operational reporting tools
• Maintain clean and structured data systems
• Automate spreadsheet processes where possible

 Google Workspace & Operations Management
• Expert use of Google Suite:
Gmail
Google Calendar
Google Drive organization
Docs, Sheets, Slides
Meeting coordination via Google Meet/Zoom
• Create organized digital filing systems
• Manage shared drives and team collaboration workflows

Required Qualifications
• Proven experience as an Executive Assistant or Senior Virtual Assistant
• Strong experience managing executive calendars and priorities
• Advanced proficiency in:
Google Workspace
Excel or Google Sheets (advanced formulas & modeling)
• Experience with CRM platforms and workflow automation
• Familiarity with AI tools and AI agent implementation
• Excellent written and verbal communication skills
• High level of discretion and professionalism
• Ability to manage multiple projects simultaneously

Preferred Qualifications
 

  • Startup or founder support experience
  • Experience building operational systems from scratch
  • Familiarity with project management tools (Monday.com, Asana, ClickUp, etc.)
  • Experience integrating multiple software platforms



Core Skills
 

  • Executive organization
  • Automation mindset
  • Systems thinking
  • Technical problem-solving
  • Attention to detail
  • Proactive execution



Ideal Candidate
Someone who:
Anticipates executive needs before being asked
Automates repetitive work
Thinks in systems, not tasks
 

  • Can manage both high-level operations and day-to-day executive logistics