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