Executive Operations Specialist | AI & Automation

Vertu Agent, LLC.; Polska; Remote; PLN 53,000 - 66,000; Full time

Benefits offered by this job

Remote work

Full-time contractor

US client exposure

PTO 10 days

Sick days 3

US holidays 6

Job summary

Vertu Agent, LLC. is seeking a proactive Operations Specialist to join a fully remote team serving U.S.-based clients. You will partner with leadership to coordinate priorities, own projects, and optimize processes, leveraging AI-driven tools to automate repetitive tasks.

The role requires strong English, ownership mentality, and the ability to move initiatives forward with minimal direction. As a full-time contractor, you will work across operations, project management, and cross-functional

Qualifications

• 5+ years in business/operations roles or related field.
• Experience collaborating with founders or senior leadership.
• Experience with U.S.-based clients and remote work.
• Strong ownership and proactive problem-solving abilities.
• Proven track record building SOPs and coordinating multiple projects.

Responsibilities

• Coordinate priorities, projects, deadlines, and day-to-day operations with leadership.
• Take initiative to manage multiple moving parts and ensure progress.
• Identify inefficiencies and implement scalable, repeatable processes.
• Leverage AI tools to automate tasks and improve workflows.
• Research challenges, evaluate solutions, and present actionable recommendations.
• Manage CRMs, project management platforms, databases, and internal docs.
• Communicate with internal teams, clients, vendors, and partners.
• Support cross-functional initiatives across client operations, marketing ops, and admin.

Skills

Ownership mindset

Independent decision-making

Project coordination

Process improvement

AI tooling

Tools

Notion

ClickUp

Monday.com

Asana

Airtable

HubSpot

Zapier

Make

n8n

ChatGPT

Claude

HubSpot

Job description

About The Role

We're looking for a highly proactive, resourceful, and tech-savvy

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

Requirements

• 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

Benefits

• 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