Executive Operations Associate

Ajaia; Fort Lauderdale (FL); Hybrid; USD 85,000 - 120,000; Full time

Job summary

Ajaia in Fort Lauderdale seeks an Executive Operations Coordinator to the CEO to streamline information flow and maximize executive productivity. The role centers on building systems for capturing meetings, decisions, and follow-ups, using AI to synthesize discussions and draft communications.

You will lead calendar management, produce briefing materials, and align cross-functional leaders, with a focus on structured documentation, travel coordination, and agile execution in a fast-paced

Qualifications

• 2–5 years of executive operations or coordination experience.
• Strong writing, organization, and AI skills.
• Self-starter with ability to drive initiatives in ambiguity.
• Portfolio or examples of shipped AI-enabled outputs.
• Experience coordinating information flow across leaders and time zones.

Responsibilities

• Manage the CEO's calendar and meeting coordination.
• Produce high-quality meeting summaries and briefing documents with AI.
• Translate discussions into clear action items and ownership.
• Implement structured documentation and AI-assisted workflows.
• Serve as the CEO's operational interface and protect their time.
• Prepare briefing materials and executive communications.
• Coordinate travel and vacation timing with the CEO's schedule.
• Synthesize meetings and draft communications.
• Build understanding of CEO priorities within 30 days.
• Familiarize with key leaders and business units.
• Demonstrate proficiency in AI-enabled synthesis of outputs.

Skills

Calendar management

AI tools

Meeting summarization

Executive support

Communication drafting

Tools

AI tools

Job description

Position Overview

The Executive Operations Coordinator to the CEO will protect the CEO's time and maximize their effectiveness by serving as the central coordination point for information flow across the organization. This role will build and own systems for capturing meeting notes, decisions, and follow-up actions, while leveraging AI tools to synthesize discussions, organize information, and draft communications. The position operates at the intersection of executive support, AI-enabled workflow automation, and cross-functional alignment, requiring constant AI usage in daily tasks such as meeting summarization, information organization, and communication drafting.

Primary Responsibilities

• Independently manage the CEO's calendar, meeting coordination, and executive preparation while protecting the CEO's time and maximizing their effectiveness.
• Produce high-quality meeting summaries, briefing documents, and communication materials with minimal revisions using AI-assisted synthesis.
• Ensure discussions consistently translate into clear action items and ownership across business leaders.
• Implement structured documentation and AI-assisted workflows to improve information flow between the CEO and business leaders (RDI, CSUSA, RAD, etc.).
• Serve as the CEO's operational interface, protecting their time, managing communication, and enabling organizational alignment while leaders remain accountable for execution.
• Focus on CEO productivity, information capture, and communication flow, including preparation of briefing materials and executive assistant functions.
• Handle heavy travel expectations and align vacation timing with the CEO's schedule.
• Transform ideas into actionable communication and prepare briefing packets for executive stakeholders.
• Act as the central coordination point for information flow between the CEO and business leaders, ensuring efficient dissemination of information.
• Build a strong understanding of the CEO's priorities, communication style, and decision-making process within the first 30 days.
• Develop familiarity with key leaders and business units (RDI, CSUSA, RAD, etc.) and organizational workflows.
• Demonstrate proficiency in using AI tools to summarize meetings, organize information, and draft communications.

• High-potential generalist with 2-5 years of experience in executive operations or coordination roles.
• Strong writing, organization, and AI skills with demonstrated ability to use AI tools for workflow enhancement.
• Intellectually curious generalist who excels at bringing structure and clarity to fast-paced, complex environments.
• Highly organized with a proven track record of managing executive calendars and meeting logistics.
• Ability to capture and organize discussions, transform ideas into actionable communication, and prepare briefing materials.
• Experience ensuring information flows efficiently to appropriate business leaders.
• Demonstrated proficiency in AI-enabled synthesis of meetings, ideas, and research into clear summaries, decks, and briefing packets.
• Strong communication skills with the ability to attend meetings with the CEO and capture discussions effectively.
• Self-starter mindset with ownership of projects in ambiguous environments and ability to drive initiatives forward.
• Portfolio or examples of shipped work showing AI-enabled executive support outputs.
• Ability to protect the CEO's time and maximize their effectiveness through systematic information management.

Technical Requirements

• Proficiency with AI tools for meeting summarization, information organization, and communication drafting.
• Strong writing and documentation skills for creating briefing materials and executive communications.
• Experience with structured documentation and workflow implementation.
• Ability to manage complex calendars and meeting coordination across multiple time zones.
• Familiarity with business units such as RDI, CSUSA, RAD, and organizational workflows.
• Demonstrated ability to synthesize information and communicate clearly to diverse stakeholders.
• Experience with AI-enabled workflows for transforming ideas into actionable outputs.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Proficiency in creating and maintaining documentation systems for information flow.
• Ability to travel as required and coordinate vacation timing with executive schedules.

• Compensation: Competitive base salary + performance incentives
• Final compensation depends on experience, portfolio strength, and demonstrated performance.