Executive Operations Specialist | AI & Automation

About the Role

We're looking for a highly proactive, resourceful, and tech-savvy Operations Specialist who can become a trusted right hand to business leadership.

This is not a traditional Virtual Assistant or administrative support role. We're looking for someone who thinks like an operator, takes ownership of outcomes, anticipates challenges, and turns ideas into action.

You'll work closely with leadership to manage priorities, coordinate projects, improve internal processes, and implement practical AI-powered solutions that make the business run more efficiently.

The ideal candidate doesn't wait for detailed instructions. They ask the right questions, challenge inefficient processes, and independently figure out how to move things forward.
Key Responsibilities
- Executive & Business Operations: Work directly with leadership to coordinate priorities, projects, deadlines, and day-to-day operations.
- Project Ownership: Take initiative, manage multiple moving parts, track deliverables, and ensure projects move forward without constant supervision.
- Process Improvement: Identify inefficiencies, create SOPs, streamline workflows, and implement scalable operational processes.
- AI & Automation: Leverage AI tools and automation platforms to eliminate repetitive tasks, improve productivity, and optimize business workflows.
- Problem-Solving: Research challenges independently, evaluate solutions, and present actionable recommendations.

- Systems & Tools: Manage and improve CRMs, project management platforms, databases, and internal documentation.
- Stakeholder Coordination: Communicate with internal teams, clients, vendors, and external partners to keep initiatives aligned.
- Cross-Functional Support: Support initiatives across client operations, marketing operations, finance/admin, and other business functions as needed.

- Proven experience in Business Operations, Executive Operations, Project Management, Process Improvement , or a related role.
- Experience working directly with founders, CEOs, or senior leadership.
- Experience working with U.S.-based companies, clients, or teams , preferably in a remote environment.
- Strong ownership mentality, independent decision-making, and proactive problem-solving skills.
- Demonstrated experience improving processes, building SOPs, and coordinating multiple projects.
- Practical experience using AI tools such as ChatGPT, Claude, Gemini , or similar platforms to improve business workflows.
- Hands-on experience with automation platforms such as Zapier, Make, n8n , or similar tools.
- Familiarity with tools such as Notion, ClickUp, Monday.com, Asana, Airtable, or HubSpot .
- Excellent organization, prioritization, communication, and follow-through. - Advanced English proficiency (C1/C2) , both written and spoken.
- Comfortable working independently in a fast-paced, evolving business environment.

- Compensation: $1,200–$1,500 USD/month , depending on experience.

- 100% remote position.

- Full-time contractor opportunity.

- Work directly with U.S.-based businesses and leadership teams.

- Opportunity to take real ownership and have a direct impact on business operations.

- Exposure to AI, automation, and modern business systems .

- 10 PTO days per year.

- 3 sick days per year.

- 6 U.S. federal holidays.