Hybrid Executive Assistant: AI-Savvy Pipeline & Ops

Atelier Madrona, LLC; Seattle (WA); Hybrid; USD 26,000 - 36,000; Full time

Job summary

Atelier Madrona, LLC in Seattle seeks an entry-level operations coordinator to manage client inquiries, follow-ups, and briefing workflows. You’ll work closely with the Owner and Master Perfumer to ensure timely responses and well‑briefed opportunities.

You will use Claude, ClickUp, and Gmail daily, supporting pricing, vendor communications, and project development. Training is on-site, transitioning to a 50% remote schedule as you grow with the studio.

Qualifications

• Advanced, hands-on experience with Claude or similar AI tools.
• Exceptional organization. You run your work from systems, not memory.
• Obsessive attention to detail. You catch the wrong name, the mismatched date, and the missing attachment before anything goes out.
• Clear, warm, professional writing.
• Comfort with pace, ambiguity, and direct feedback.
• Ability to work on-site in Capitol Hill, Seattle, full-time during training and at least 50% of the time after that.

Responsibilities

• Draft and send replies to new inquiries using our response scripts.
• Manage follow-up cadences so no lead goes cold.
• Schedule discovery calls and client meetings.
• Prepare pre-call briefings: prospect research, inquiry history, open questions.
• Generate scopes of work and agreements for signature, and track them through execution.
• Keep ClickUp accurate and current every day.
• Take on operational, research, and process projects as the business grows.

Skills

Claude AI tools

Organizational skills

Attention to detail

Professional writing

Adaptability

On-site in Capitol Hill, Seattle

Start immediately

Tools

Claude

ClickUp

Gmail

Job description

Atelier Madrona, LLC in Seattle seeks an entry-level operations coordinator to manage client inquiries, follow-ups, and briefing workflows. You’ll work closely with the Owner and Master Perfumer to ensure timely responses and well‑briefed opportunities.

You will use Claude, ClickUp, and Gmail daily, supporting pricing, vendor communications, and project development. Training is on-site, transitioning to a 50% remote schedule as you grow with the studio.