Executive Assistant & Operations Coordinator

Advocacy Rising; United States; Remote; USD 58,000 - 62,000; Part time

Benefits offered by this job

Paid vacation

Paid sick leave

401(k) with employer match

Job summary

Advocacy Rising is seeking an Executive Assistant & Operations Coordinator to support the Principal in managing email, scheduling, and routine communications. You will help improve internal operations and apply AI tools to turn notes and briefs into completed work.

You will work with a small leadership team, owning daily tasks and improving processes while ensuring attention to detail and high-quality outputs. This is a remote, part-time role with opportunities to influence how the firm operates.

Qualifications

• Minimum three years of executive assistant or operations coordination experience.
• Experience managing an executive inbox, calendar, and follow-up communications with limited supervision.
• Regular use of AI tools (e.g., ChatGPT) to produce and review work.

Responsibilities

• Review meeting summaries and emails daily to track commitments and deadlines.
• Maintain a tracking system for outstanding work with owners, deadlines and next steps.
• Follow up with staff, clients and partners to keep commitments moving forward.

Skills

Time management

Written communication

Independent work

AI tools proficiency

Remote collaboration

Tools

Gmail

Google Calendar

Google Docs

Google Sheets

ChatGPT

Job description

About Advocacy Rising

Advocacy Rising is a national consulting firm that works with nonprofits, foundations, and coalitions across the country to strengthen advocacy efforts and advance public policy.

Our work includes advocacy research, coalition development, policy campaigns, and strategic advising. We're a small, growing team that works closely with organizations advancing policies related to early childhood, local news, food access, and other public issues.

About the Position

We're hiring an Executive Assistant & Operations Coordinator to work directly with our Principal, who manages client relationships, staff, business development, and internal operations.

The primary focus of this role is managing the Principal's daily administrative workflow, including email, scheduling, meeting follow-up, and routine communications. You'll also support selected internal operations and help improve recurring processes using AI systems.

A major part of this role is using AI, particularly ChatGPT and Zoom AI Companion, to turn meeting notes, emails, and brief instructions into completed work. We want someone who already uses AI regularly, knows how to check its outputs, and is interested in improving how administrative work gets done.

The right person will recognize what needs attention, take initiative, and handle routine work without waiting for detailed instructions.

This role is a good fit for someone who enjoys working closely with a small business leader, taking ownership of daily operations, and finding practical ways to make work more efficient. You'll have direct access to decision-making and opportunities to improve how the firm operates.

Our goal is to improve follow-through across the firm while allowing the Principal to stay focused on business development, client relationships, and strategic priorities.

Primary Responsibilities

Executive Support and Follow-Through

• Review Zoom meeting summaries and emails daily to identify commitments, deadlines, and follow-up items.
• Maintain a clear tracking system for outstanding work, including owners, deadlines, and next steps.
• Follow up with staff, clients, and partners within approved guidelines to keep commitments moving.
• Prepare a short daily briefing with outstanding decisions, important follow-ups, and questions requiring the Principal's input.
• Complete routine tasks independently and flag issues requiring a decision.
• Prioritize daily administrative work based on agreed priorities, communicate capacity constraints, and flag assignments that require more time or direction.

Email and Calendar Management

• Organize the Principal's Gmail inbox and identify messages requiring action.
• Use ChatGPT, meeting notes, and previous correspondence to prepare accurate email drafts in the Principal's writing style.
• Independently handle routine scheduling and administrative correspondence within approved guidelines.
• Coordinate meetings and maintain the Principal's calendar, protecting focused work and business development time.
• Track outstanding responses and follow up as needed.

AI and Operations Support

• Use ChatGPT and other approved tools to prepare drafts, organize information, complete administrative research, and carry out routine assignments.
• Identify opportunities to simplify or automate recurring work using approved tools.
• Review AI-generated work for accuracy and completeness while protecting confidential client, employee, and firm information.
• Support routine internal operations, including interview scheduling, onboarding coordination, staff documentation, and tracking administrative deadlines.
• Flag matters requiring management decisions or specialized HR support.
• Maintain organized documents and trackers in Google Workspace.

Basic Bookkeeping (Approximately 3 Hours/Month)

• Categorize and reconcile transactions in QuickBooks Online.
• Assist with invoice tracking and basic financial reports.
• Flag discrepancies for review.

Compensation

• Compensation: $42-45/hour
• Schedule: 20 hours per week, Monday-Friday (approximately four hours per day); mutually agreed daily schedule
• Benefits: Paid vacation under firm policy; paid sick leave in accordance with applicable law; and a 401(k) retirement plan with an employer match.

Required

• At least three years of experience in executive assistance, operations coordination, or similar work supporting a senior leader.
• Demonstrated experience independently managing an executive's inbox, calendar, commitments, and follow-up communications, with limited day-to-day supervision.
• Excellent written communication and ability to prepare professional correspondence with limited instructions.
• Regular professional use of ChatGPT or comparable AI tools to produce completed work.
• Ability to evaluate AI-generated work, identify errors, and improve outputs independently.
• Proficiency with Gmail, Google Calendar, Google Docs, and Google Sheets.
• Good judgment about when to act independently and when to ask for direction.
• Reliability, discretion, and ability to work independently in a remote position.

Preferred

• Experience supporting a founder at a small business, consulting firm, or nonprofit.
• Experience improving or automating workflows using AI.
• Familiarity with Zoom AI Companion, QuickBooks Online, or Zoho CRM.