AI Operations and Executive Assistant
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Job Description
AI operations and executive assistant managing executive administration, stakeholder coordination, and workflow automations. Supporting an Australian company empowering women, remotely from the Philippines.
Responsibilities:
- Manage inboxes, calendars, meeting scheduling, and travel arrangements
- Coordinate day-to-day operational and administrative tasks for the Founder
- Follow up with clients, partners, and stakeholders professionally and promptly
- Prepare documents, reports, research, and business updates
- Support workflow improvements and process documentation
- Set up, maintain, and support automations across Kick, Kit, Slack, Teachable, Notion, Spiffy, and similar platforms
- Set up and maintain simple automations using ChatGPT, Claude, Zapier, n8n, Make, or similar platforms
- Use AI tools in daily operations
- Review, verify, and quality-check AI-generated outputs before sharing or using them
- Identify opportunities to improve efficiency and solve operational challenges
- Support the wider team with ad hoc projects and business initiatives
- Align with EST hours for four hours of overlap Monday to Friday while retaining contractor scheduling flexibility
- Help keep the business running smoothly through administration, stakeholder coordination, and operational support
Requirements:
- Philippines-based candidate
- Minimum 2 years of experience in an Executive Assistant, Executive Operations, Operations Coordinator, or similar role
- Previous experience working remotely, ideally within a startup or small team environment
- Experience managing a Founder or Executive’s inbox
- Excellent written and verbal communication skills
- Strong organizational skills with exceptional attention to detail
- Fast and confident with technology, digital tools, and online platforms
- Proficient with Google Workspace, Zoom, Slack, and similar collaboration tools
- Comfortable managing calendars, sending calendar invitations, and coordinating meetings with Zoom links
- Demonstrated hands-on use of AI tools as part of daily work, with ability to review and validate outputs before sharing or implementing them
- Demonstrated curiosity and interest in AI tools and workflow automation
- Exposure to ChatGPT, Claude, Zapier, n8n, Make, Projects, CoWork, or similar platforms highly regarded
- Exposure to Kick, Kit, Teachable, Notion, Spiffy, Projects, CoWork, or similar platforms
- Self-motivated, proactive, resourceful, and comfortable working in a fast-changing environment
- Must disclose any existing ongoing roles or client work
- Must reflect this engagement on LinkedIn as “Independent Contractor”
Benefits:
- Paid vacation after an initial trial period
- Benefits budget after an initial trial period
- Remote work from home
- Flexible work hours
- Freedom to work from anywhere
- Long-term career growth opportunity
- Training and collaboration with global colleagues
- Knowledge-sharing opportunities
- Exposure to globally respected thought leaders and feminists involved in programming
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