Executive Assistant & Operations Manager Austin, Texas, United States

Onbench, Inc.; Austin (TX); Remote; USD 90,000 - 120,000; Full time

Job summary

Onbench, Inc. is seeking an AI-first Executive Assistant & Operations Manager in a remote capacity to support a founder, manage the creative team, Asana projects and podcast production, and build Claude AI workflows.

You will coordinate travel, emails, and schedules, while ensuring timely delivery of content and client communications. The role requires strong English, 3+ years in related roles, and comfort working on US Central Time.

Qualifications

• Fluent English, written and spoken.
• 3+ years as an EA, operations manager or project manager, ideally supporting a founder, speaker or creator.
• Strong in Asana or a similar project management tool.
• Comfortable working in a CRM.
• Uses AI tools like Claude in daily work.
• Organized and proactive, follows up without being chased.
• Ability to lead a remote team with clarity and kindness.
• Able to work fully on US Central Time.
• Extra: Apollo, Salesforce, ActiveCampaign, Canva or Descript.
• Extra: background in social media or podcast production.

Responsibilities

• Manage the video editor and graphic designer: priorities, deadlines and quality checks.
• Own Asana projects for speaking, social media and the podcast.
• Triag email, draft and send replies, schedule meetings and protect recording and focus time.
• Coordinate with speaker bureaus and event organizers on travel, AV, prep calls and post-event follow-up.
• Keep speaker materials current and bureau relationships active.
• Plan, schedule and publish social content across LinkedIn, Instagram, YouTube, Facebook and TikTok.
• Plan podcast episodes and guests and manage production from recording to release.
• Draft the weekly email newsletter.
• Build prospect lists in Apollo, verify emails and run outreach sequences.
• Turn call notes into summaries, action items and Salesforce records.
• Send client invoices, follow up on payments and organize receipts.
• Build, monitor and improve automations in Claude, reviewing each morning's rundown to confirm everything ran correctly.
• Build and manage weekly, monthly and quarterly content and delivery plans.
• Handle personal tasks (about 10% of the role): birthdays, gifts and personal bookings.

Skills

Fluent English

3+ years EA/PM

Asana experience

CRM proficiency

Claude AI workflows

Organized & proactive

Remote team leadership

US Central Time availability

Apollo

Salesforce

ActiveCampaign

Canva

Descript

Tools

Asana

Salesforce

ActiveCampaign

Canva

Descript

Job description

About Our Client

Our client is a keynote speaker, executive coach and podcast host based in Austin, Texas, who helps people and organizations unlock their peak performance. From the stage to the studio, he inspires audiences to push past their limits and go after what once felt impossible. Backed by a talented creative team in Europe, he is building an AI-powered business with Claude at its core, automating the busywork so the focus stays on big ideas, real impact and the conversations that matter.

The Opportunity

We are looking for an AI-first Executive Assistant & Operations Manager to join their team. You will manage the creative team and Asana projects, own the inbox and calendar, coordinate speaking engagements, run content and podcast production, and build and monitor AI workflows in Claude so nothing slips. Check it out!

Requirements

• Fluent English, written and spoken
• 3+ years as an EA, operations manager or project manager, ideally supporting a founder, speaker or creator
• Strong in Asana or a similar project management tool
• Comfortable working in a CRM
• Uses AI tools like Claude in daily work
• Organized and proactive, follows up without being chased
• Able to lead a remote team with clarity and kindness
• Able to work fully on US Central Time
• Extra: Apollo, Salesforce, ActiveCampaign, Canva or Descript
• Extra: background in social media or podcast production

Responsibilities

• Manage the video editor and graphic designer: priorities, deadlines and quality checks
• Own Asana projects for speaking, social media and the podcast
• Triage email, draft and send replies, schedule meetings and protect recording and focus time
• Coordinate with speaker bureaus and event organizers on travel, AV, prep calls and post-event follow-up
• Keep speaker materials current and bureau relationships active
• Plan, schedule and publish social content across LinkedIn, Instagram, YouTube, Facebook and TikTok
• Plan podcast episodes and guests and manage production from recording to release
• Draft the weekly email newsletter
• Build prospect lists in Apollo, verify emails and run outreach sequences
• Turn call notes into summaries, action items and Salesforce records
• Send client invoices, follow up on payments and organize receipts
• Build, monitor and improve automations in Claude, reviewing each morning's rundown to confirm everything ran correctly
• Build and manage weekly, monthly and quarterly content and delivery plans
• Handle personal tasks (about 10% of the role): birthdays, gifts and personal bookings

Opportunity Details

• Full-time contract
• Remote from LATAM
• Fully aligned with US Central Time
• Long-term engagement with room to grow
• AI-first role working with Claude every day