Executive Virtual Assistant - work directly with the CEO of an AI company

About the Role

We’re seeking a detail-oriented, adaptable Executive Virtual Assistant to work directly with the CEO of a fast-growing technology and innovation company. This role functions as the central operations hub — ensuring that every project, meeting, and system across multiple business ventures stays aligned and moving forward.

This is not a traditional assistant position. It’s for someone who thrives in complexity, learns fast, anticipates needs before they’re voiced, and enjoys bringing clarity to high-speed creative environments.

Scope of Work

Operational Management

Manage and optimize the CEO’s daily and weekly schedule.

Coordinate across multiple teams including automation specialists, developers, marketers, and content creators.

Ensure key deliverables and projects stay on schedule and within scope.

Oversee task boards, systems, and automation dashboards.

Communication & Coordination

Serve as the primary liaison between the CEO and internal or external partners.

Filter and organize incoming communication across multiple channels (email, Slack, Telegram, etc.).

Prepare summaries, updates, and decision briefs for the CEO.

Draft or refine messages, proposals, and light correspondence as needed.

Systems Oversight & Quality Assurance

Monitor AI-driven workflows and automation processes to ensure continuity.

Audit the quality of outputs from automated systems, VAs, and contractors.

Maintain clear documentation of workflows, processes, and team updates.

Project Support

Assist in launching and maintaining various initiatives across education, automation, content, and nonprofit projects.

Track KPIs, generate reports, and flag any areas that need attention.

Support creative and operational planning by turning ideas into actionable steps.

General Operations (Open-Ended)

Handle evolving administrative, operational, or strategic tasks as new ventures arise.

Learn new tools quickly and integrate them into existing workflows.

Provide stability and structure in an environment that scales rapidly and changes often.

Ideal Candidate

Exceptional organizational and communication skills.

Comfortable working within modern AI and automation ecosystems.

Understands digital business operations, project tracking, and systems thinking.

Demonstrates initiative, discretion, and judgment in managing sensitive information.

Learns fast and adapts faster — capable of bringing calm and order to dynamic, changing priorities.

Tools Commonly Used

Google Workspace

Notion or ClickUp


Telegram / Slack

Loom (for async updates)

Flow (AI workflow management platform)

Skool (community platform)

The Opportunity

This position is designed for someone who wants to grow alongside an expanding AI-focused organization. The responsibilities will evolve continuously, spanning operations, strategy, and leadership support across multiple companies and initiatives.