Administrative Assistant

About the Role

We are looking for a highly organized, tech-forward Executive & Operations Assistant to support our team. This role blends traditional executive support with hands-on ownership of our AI-powered workflows — you’ll be as comfortable drafting a client follow-up email as you are refining a Claude-based document generation process. It’s a great fit for someone who’s proactive and energized by using AI tools to make a growing business run more efficiently. Over time you should automate or delegate these key responsibilities, enabling you to take on more meaningful and impactful responsibilities.

Key Responsibilities

• Engagement tracking: Monitor every active coaching engagement — sessions used, renewal dates, outstanding deliverables — and keep Monday.com boards up to date so the team always has an accurate picture.
• Client follow-up: Review outgoing scheduling emails daily, draft tailored follow-ups for clients or stakeholders, log outcomes, and escalate when a personal touch is needed.
• AI workflow development: Research, test, and help build AI tools and Claude-based workflows (document generation, transcript analysis, scheduling) that improve how the practice operates.
• Program production: Prepare the full suite of coaching engagement documents — progress trackers, nomination templates, interview questions, invitations — and build the client-facing kickoff packages, including HTML mockups.
• Calendar & scheduling management: Manage complex, multi-party calendars and Calendly configuration for team and coaches, resolving conflicts and keeping systems in sync.
• Systems administration: Administer Microsoft Teams, Zoom, Google Meet, and LinkedIn accounts, troubleshooting access issues, and coordinate outreach.
• Document & file management: Format and convert client-facing documents to firm standards, and maintain consistent organization across Monday.com, Google Drive, and SharePoint.
• Ad hoc executive support: Respond promptly to one-off requests from the team, prioritizing effectively as needs shift day to day.

What We're Looking For

• Experience in an executive assistant, coordinator, or operations support role, ideally supporting multiple team members at once.
• C1 English level
• Excellent written communication and a sharp eye for formatting and detail.
• Comfort learning and working hands-on with AI tools (we currently use Claude and Gemini for Workspace extensively), and a genuine interest in using them to improve workflows.
• Proficiency with tools like Monday.com, Calendly, Google Drive, Microsoft SharePoint/Teams, and Zoom.
• Strong judgment and discretion in client and stakeholder communications, including knowing when to escalate versus handle independently.
• A proactive, self-directed working style, comfortable managing multiple concurrent workstreams without close supervision.

Conditions:

• Work from home
• Indefinite contract
• Prepaid medicine
• Life insurance
• Birthday day off