Executive Virtual Assistant (AI Agency Support & Multi-Business Operations)

We are looking for a highly organized, proactive, and tech-savvy Executive Virtual Assistant to support a founder who manages multiple fast-growing ventures, including:

- A well-established insurance agency
- A newly launched AI consulting/AI marketing agency
- Multiple eCommerce stores
- Additional emerging business initiatives

This role is ideal for someone who thrives in evolving environments, enjoys bringing structure to complex operations, and is eager to learn new platforms—especially AI-powered tools.

All technical components can be trained, but a strong baseline of technical competence and adaptability is essential.



Job duties and responsibilities:

1. Daily Operations & AI Workflow Monitoring
- Log daily into AI dashboards/workspaces (AIA, AI agents, SDR tools, cold email automations).
- Monitor campaigns, lead flow, bookings, and flagged items requiring human intervention.
- Ensure AI-driven outreach, nurturing flows, and automations are running correctly.
- Identify issues or glitches and escalate them promptly.

2. Campaign Coordination & Client Monitoring
- Support the rollout of new campaigns (cold email, AI outreach, marketing workflows).
- Track progress on deliverables, timelines, and client activity.
- Conduct light check-ins with warm-market clients as needed.
- Help prepare assets, updates, and status summaries for the founder.

3. Executive Administrative Support
- Manage inboxes, reminders, follow-ups, and scheduling.
- Organize and prioritize cross-business tasks in a fast-moving environment.
- Create and update SOPs; document workflows as systems evolve.
- Provide wide-ranging support to reduce the founder’s operational workload.

4.Multi-Business Operational Support
- Check Slack/communication channels for updates across all ventures.
- Track invoices, pending actions, notifications, and business-related reminders.
- Maintain structured systems for tasks, project files, timelines, and deliverables.

5. Project & Workflow Management
- Use Trello or ClickUp to manage project pipelines and responsibilities.
- Keep boards updated and tasks moving through workflows efficiently.
- Assist with system setup and long-term organization as the business scales

Qualifications

- Highly organized with excellent attention to detail
- Strong baseline technical skills; fast learner with AI tools and dashboards
- Comfortable operating in ambiguous, evolving, or fast-paced environments
- Proactive, resourceful, and solutions-oriented
- Able to support multiple business areas simultaneously
- Willing to grow with the role and help build systems & onboard new VAs over time


If you believe you're a strong fit for this position, please respond with the following:

1. A link to your resume in PDF format.

Your resume should include your contact details, a recent professional photo, and a summary of your work
experience, emphasizing tasks relevant to this role.

2. A screenshot of your PC specifications and internet speed,

3. A one-minute Vocaroo recording of your self-introduction

4. Your WhatsApp number for easy communication.

To ensure you've read this message carefully, please include the word "AIManager" in the subject line of your email.

We look forward to reviewing your application!