AI-Fluent Operations Coordinator / Executive Assistant

AI-Fluent Operations Coordinator / Executive Assistant

The organized, proactive support hire who keeps daily operations running — and uses AI every

day to do it faster and better.

Field Details

Sector Operations / Admin Support / Executive Assistance

Level Junior · 1+ year of experience

Type Full-time (40 hrs/week) or Part-time (20 hrs/week)

Hours PST business hours required

Rate $5–7/hr USD

Location Remote · Global

Degree Not required — nice to have but not a deciding factor

Coding Not required

Tools Claude, ChatGPT, DeepSeek · Google Workspace · Notion / Trello / Asana /

ClickUp · Slack / Zoom · Basic CRM

Role Overview

We are looking for an organized and proactive AI-Fluent Operations Coordinator / Executive

Assistant to support daily operations in a remote environment. This role covers administrative

coordination, scheduling, inbox management, documentation, and task tracking — with AI tools

embedded in how the work gets done. The ideal candidate doesn't just know these tools exist;

they use them daily to draft faster, summarize better, and keep the workflow moving without

constant direction.

Key Responsibilities

Calendar & Scheduling

• Manage calendars and coordinate meetings across time zones (PST alignment required)

• Schedule appointments, manage conflicts, send confirmations and reminders

Inbox & Communications

• Manage and triage email inbox daily; draft responses in the client's voice

• Flag priority items and ensure zero emails fall through the cracks

• Prepare professional written communications for internal and external use

Administrative Support

• Prepare documents, reports, and maintain organized digital files

• Perform data entry and maintain records in spreadsheets, CRMs, or databases

• Maintain SOPs, file systems, and internal documentation

Task & Project Coordination

• Track tasks, deadlines, and project timelines across tools

• Coordinate with internal teams, clients, and vendors as needed

• Keep project management tools updated and accurate

AI-Powered Execution

• Use AI tools (Claude, ChatGPT, DeepSeek, or similar) to draft communications,

summarize information, and prepare briefs

• Leverage AI to reduce time on repetitive tasks and improve output quality

• Proactively apply AI where it helps — without being asked every time

Requirements

• 1+ year of experience in a VA, EA, admin, operations coordination, or similar role

• B2+ English proficiency — written and spoken; assessed at screening

• AI-fluent — actively uses AI tools (Claude, ChatGPT, DeepSeek, or similar) to draft,

summarize, and support daily workflows

• Available during PST business hours

• Strong organizational and communication skills

• Able to work independently in a remote environment

• Proficient in Google Workspace and at least one project management tool

Preferred Qualifications

• Experience supporting a founder, executive, or small business owner

• CRM experience (HubSpot, Go High Level, or similar)

• Social media scheduling or light content support

• Experience working with U.S.-based clients or teams

Technical Skills

• AI tools: Claude, ChatGPT, DeepSeek, or similar

• Google Workspace or Microsoft Office

• Project management: Asana, Trello, ClickUp, Notion, or similar

• Communication: Slack, Zoom

• Basic CRM familiarity preferred

• Reliable internet connection and remote work setup