AI-Enabled Executive & Operations Assistant - PH

Job Title: AI-Enabled Executive & Operations Assistant

Employment Type: Part-time, Remote

Role Overview We are seeking a proactive, tech-forward Executive & Operations Assistant to keep our coaching engagements running seamlessly while elevating operational efficiency. This role combines high-touch executive administrative support with hands-on management of our AI-powered workflows—ranging from drafting tailored client follow-ups to optimizing Claude-based document generation pipelines.

This position is ideal for a self-directed professional energized by generative AI tools and continuous process improvement. As core workflows are streamlined and automated over time, this role will naturally expand into higher-level, strategic support for the practice leadership.

Key Responsibilities

• Engagement Tracking & Client Support: Monitor active coaching engagements, track session usage and renewals, manage deliverables on Monday.com boards, and draft client follow-ups.
• AI Workflow Development: Research, build, and optimize AI workflows (primarily utilizing Claude and Gemini) for document generation, transcript analysis, and workflow automation.
• Program Production: Prepare full coaching document suites (progress trackers, nomination templates, interview questions) and assemble client-facing kickoff packages, including lightweight HTML mockups.
• Calendar Management: Oversee complex multi-party schedules and manage Calendly configurations across team members and external coaches to keep systems in sync.
• Systems Administration: Administer user access, permissions, and settings across Google Workspace, Microsoft Teams, Zoom, Google Meet, and LinkedIn accounts.
• Document Management: Maintain firm formatting standards across client-facing materials and ensure file architecture remains clean across Monday.com, Google Drive, and SharePoint.
• Ad-Hoc Operational Support: Provide agile support for day-to-day executive requests, re-prioritizing tasks quickly as operational needs evolve.

Qualifications

• Required Experience: Proven track record in an executive assistant, operations coordinator, or administrative support role (ideally supporting multiple team members simultaneously).
• AI Literacy: Comfortable using or eager to learn AI tools (Claude, Gemini for Workspace) to draft content, analyze information, and refine repetitive tasks.
• Tech Stack Proficiency: Experience with Monday.com, Calendly, Google Drive, Microsoft SharePoint/Teams, and Zoom (or a demonstrated ability to quickly master new software).
• Communication & Judgment: Exceptional written communication skills, sharp attention to detail, and sound discretion when handling client and stakeholder communications.
• Self-Management: Proactive, self-directed working style capable of running concurrent work-streams with minimal supervision.

Preferred Experience

• Prior background in executive coaching, professional services, or leadership development.
• Hands-on experience building or customizing AI-driven workflows, templates, or document automation pipelines.

How To Apply Submit your resume alongside a brief overview of your administrative background and any hands-on experience using modern AI tools to streamline operational workflows.