Chief of Staff - AI Operations

INTELEGENCIA BPO LLC CORP.; Pasig; Remote; PHP 3,829,000 - 5,743,000; Full time

Job summary

INTELEGENCIA BPO LLC CORP. seeks an experienced Remote Chief of Staff – AI Operations to partner with a US-based executive, turning ideas and priorities into organized, actionable work. You will manage operations, research, brand development, and AI-powered systems to streamline daily activities.

The role emphasizes building reusable prompts, templates, and automated processes across Gmail, Calendar, Drive, Docs, Sheets, and Notion, with tools like Claude and ChatGPT guiding automation.

Qualifications

• 4–8 years of relevant experience in executive assistance or operations.
• Experience supporting a US-based executive or founder.
• Excellent written and spoken English.
• Advanced experience using AI tools and building practical workflows.
• Proficient with Google Workspace (Gmail, Calendar, Drive, Docs, Sheets).
• Independent, proactive and detail-oriented with fast-paced environments.

Responsibilities

• Executive support, inbox and calendar management for the client.
• Brand development and project coordination across initiatives.
• Research, writing and drafting for reports and content.
• AI operations: build and optimize AI-powered workflows and automations.
• Document workflows, track deliverables and manage vendor communications.

Skills

Executive support

AI operations

Workflow automation

Project coordination

Research & writing

Brand development

Content planning

Vendor & email management

Tools

Claude

ChatGPT

Zapier

Make

n8n

Google Apps Script

Notion

Job description

Are you an experienced operations professional who combines strong executive support skills with a passion for AI, automation, and building smarter workflows?

We are looking for a Remote Chief of Staff – AI Operations to work closely with a US-based client and serve as her trusted operational partner. This is an exciting opportunity for someone who can turn ideas, emails, voice notes, and business priorities into organized, actionable, and completed work.

In this role, you will help manage the client's business operations, coordinate projects, conduct research, support brand development, and build AI-powered systems that streamline daily activities.

You won't simply manage schedules and emails. You will help build and maintain an efficient business operating system using AI tools, automation, and sound operational judgment.

If you are highly organized, proactive, discreet, an excellent communicator, and confident using AI to solve real business challenges, we'd love to hear from you!

Key Responsibilities

1. Executive Support, Inbox and Calendar Management

• Manage a dedicated business email account used for vendor communications, business inquiries, brand partnerships, and scheduling.

• Review forwarded emails and take appropriate action, including drafting responses, following up, scheduling meetings, and updating task trackers.

• Coordinate appointments using the client's calendar availability, send invitations, and arrange virtual meetings.

• Maintain clear documentation of instructions, processes, and communication guidelines.

• Ensure that important correspondence, commitments, and follow-ups are properly tracked.

2. Brand Development and Project Coordination

• Research and monitor industry trends, particularly in wellness, lifestyle, food, travel, culture, and business.

• Identify relevant articles, newsletters, podcasts, and industry updates for content development.

• Assist in preparing weekly newsletter drafts while maintaining the client's established brand voice.

• Coordinate interview projects, including guest research, questionnaires, follow-ups, and content preparation.

• Support product development by organizing formulation drafts, manufacturer communications, ingredient comparisons, and research findings.

• Conduct competitor, manufacturer, naming, and preliminary trademark research.

• Prepare creative briefs, mood boards, and content plans for video projects.

• Maintain project trackers to monitor deliverables, deadlines, pending decisions, and vendor commitments.

3. Research, Writing and Special Projects

• Transform voice recordings, rough notes, and forwarded materials into organized, professional first drafts.

• Prepare research reports and summaries covering companies, markets, individuals, and business opportunities.

• Assist with developing and updating simple websites, landing pages, and digital business materials.

• Coordinate special projects, events, and business gatherings, including guest lists, invitations, and event schedules.

• Ensure that research and written deliverables are accurate, well-organized, and supported by reliable sources.

4. AI Operations and Workflow Automation

• Build, implement, and continuously improve AI-powered workflows using tools such as Claude, ChatGPT, and other AI platforms.

• Develop automations and AI-assisted processes connected to Gmail, Google Calendar, Google Drive, Google Docs, Google Sheets, and Notion.

• Explore and implement automation tools such as Zapier, Make, n8n, and Google Apps Script.

• Create reusable prompts, templates, scheduled tasks, and AI-assisted processes to improve operational efficiency.

• Document all workflows and procedures to ensure they are organized, repeatable, and easy to maintain.

• Identify repetitive manual tasks and recommend opportunities for automation.

• Continuously improve systems to reduce the client's time spent on routine administrative work.

Qualifications and Requirements

To succeed in this role, you should have:

• 4–8 years of relevant experience in executive assistance, Chief of Staff support, founder's associate, business analysis, or operations management.

• Previous experience supporting a US-based executive, founder, investor, or senior business leader.

• Excellent verbal and written English communication skills, with the ability to communicate professionally with US-based clients and business partners.

• Advanced, hands‑on experience using AI tools. You should have experience building practical workflows and automations, not just using AI for basic questions or content generation.

• Working knowledge of AI platforms and automation tools such as Claude, ChatGPT, Zapier, Make, n8n, Google Apps Script, and Notion.

• Strong proficiency in Google Workspace, particularly Gmail, Google Calendar, Google Drive, Google Docs, and Google Sheets.

• Excellent writing and editing skills, with the ability to adapt tone and communication style depending on the audience and purpose.

• Exceptional organizational skills and attention to detail, particularly when managing multiple projects, instructions, and deadlines.

• A high level of discretion and professionalism when handling confidential business, investment, and personal information.

• A proactive and solutions‑oriented mindset, with the ability to anticipate needs, identify potential issues, and take appropriate action.

• The ability to work independently, exercise sound judgment, and remain composed in a fast‑paced working environment.

• Familiarity with US business culture, particularly the professional environment of founders, investors, executives, and business partners.

An advantage, but not required:

• Experience in consumer brands, wellness, venture capital, media, or related industries.

• Experience supporting brand development, product research, or business operations.

• A portfolio or practical examples of AI-powered workflows, automations, or systems you have developed.

What Success Looks Like

Within your first six months, you will be expected to help establish an organized and reliable operational system where:

• Business communications are properly managed through a dedicated business inbox.

• Important contacts, business opportunities, documents, and projects are organized and regularly updated.

• Weekly newsletter content is prepared consistently, requiring minimal drafting effort from the client.

• Each brand and project has a reliable tracker with clear responsibilities and deadlines.

• Vendors and business partners receive timely follow-ups.

• AI-powered workflows are documented and implemented to automate recurring administrative and operational tasks.

• The client spends significantly less time managing routine business administration and more time focusing on strategic priorities.