Remote AI-Driven Executive Assistant & Operations Optimizer

Virtual Assist; United States; Remote; USD 70,000 - 100,000; Full time

Benefits offered by this job

Work-from-home

AI-driven operations impact

Collaborative culture

Job summary

Virtual Assist is seeking an organized, proactive Executive Assistant with an AI implementation background to support company leadership. You will leverage AI tools and automation to optimize workflows, manage executive priorities, and enhance operational efficiency across the organization.

You will identify automation opportunities, document processes, and support AI-driven initiatives while coordinating across departments and stakeholders.

Qualifications

• Minimum of 3 years of experience in an Executive Assistant, Operations Coordinator, Project Coordinator, or similar role.
• Demonstrated experience implementing AI tools or workflow automation in a business environment.
• Excellent written and verbal English communication skills.
• Advanced proficiency with Google Workspace and Microsoft Office; familiarity with CRM systems.

Responsibilities

• Manage and maintain executive calendars, appointments, and priorities.
• Coordinate meetings, prepare agendas, capture action items, and ensure timely follow-up.
• Screen, organize, and prioritize emails, messages, and executive communications.
• Prepare reports, presentations, proposals, and executive briefing materials.
• Coordinate travel arrangements, accommodations, transportation, and itineraries.
• Handle confidential information with professionalism and discretion.
• Manage special projects and executive initiatives from planning through execution.
• Identify repetitive administrative and operational tasks that can be automated using AI.
• Research, recommend, and implement AI tools that improve productivity and efficiency.
• Build and maintain AI-assisted workflows using platforms such as ChatGPT, Claude, Gemini, Make, Zapier, n8n.
• Assist leadership in integrating AI into internal business operations.
• Monitor AI workflows and automation systems, troubleshoot issues.
• Test and document AI processes to ensure accuracy, consistency, and reliability.
• Stay informed on emerging AI technologies and recommend practical applications.
• Track projects, deadlines, milestones, and deliverables across departments.
• Develop, improve, and document SOPs and internal workflows.
• Coordinate cross-functional initiatives and ensure timely completion of tasks.
• Organize and maintain digital assets, contracts, and documentation.
• Conduct research on industry trends, competitors, and opportunities.
• Support recruitment, onboarding, and administrative HR processes.

Skills

AI implementation

Workflow automation

Executive support

CRM management

English proficiency

Project coordination

Tools

ChatGPT

Claude

Gemini

Zapier

Make

n8n

Google Workspace

Microsoft Office

ClickUp

Asana

Monday.com

Trello

Notion

Confluence

HubSpot

Salesforce

Zoho

GoHighLevel

Job description

Virtual Assist is seeking an organized, proactive Executive Assistant with an AI implementation background to support company leadership. You will leverage AI tools and automation to optimize workflows, manage executive priorities, and enhance operational efficiency across the organization.

You will identify automation opportunities, document processes, and support AI-driven initiatives while coordinating across departments and stakeholders.