AI-Powered Operations Coordinator / Executive Support

Job Title
AI-Powered Operations Coordinator / Executive Support
Remote | Long-Term | Part-Time to Full-Time

Who We Are and How We Work
I run multiple businesses from Florida in the United States, including architectural design, real estate, and an emerging voice AI agency. My team is small but growing, with members across the U.S., India, Pakistan, Ethiopia, and the Philippines. We are building something together, and the culture matters just as much as the work.

Before you read the job description, I want you to know what kind of team you would be joining:

We do not want yes-people. I want tea ---------- mbers who think for themselves, who speak up when something does not make sense, and who bring their own ideas to the table. I do not want to be the smartest person in the room. I want to surround myself with people whose input I genuinely value, and I want them to know that their contributions matter. If you see a better way to do something, I expect you to say so.

We value people, not just productivity. I have two daughters. I care for my elderly mother. I understand that life happens and family comes first. What I ask for in return is honesty, reliability, and communication. If something comes up, just tell me. We will figure it out together.

AI is how we work. This is not a traditional VA role. I use Claude (by Anthropic) as my primary AI tool, along with ChatGPT, and I am actively building workflows with Claude Code and Claude Cowork. Every document, email, spreadsheet, and communication goes through AI first. If you are the kind of person who opens an AI tool before you open a blank document, you are going to love working with us. If you are not there yet but are genuinely excited to learn, keep reading.

What This Role Looks Like
The primary need is for an AI-Powered Operations Coordinator who sits at the center of our team and keeps everything moving. Think of it as a step above a traditional virtual assistant. You would be the connective tissue between me, our tea ---------- mbers, and our projects.

That said, we also have needs in marketing support, social media, general administration, and research. If the coordinator role does not feel like the right fit, your application might still lead to a different opportunity. We are hiring for more than one position, and we would rather find the right person for the right seat than miss good people because of a narrow job title.

Day-to-day, this role involves:

• Coordinating tasks and deliverables across multiple tea ---------- mbers in different time zones
• Tracking project status and following up with people to make sure work gets done on schedule
• Creating and maintaining tracking systems (spreadsheets, project boards, dashboards) using AI tools
• Drafting, editing, and formatting professional documents, emails, and messages using AI
• Organizing cloud storage (Google Drive, Dropbox) with clear naming and version control
• Researching tools, vendors, and solutions as needed
• Supporting operations across architectural design, real estate management, and AI agency development
• Occasionally joining phone or video calls with U.S.-based clients and tea ---------- mbers

What Would Really Excite Us
If you can do the day-to-day tasks above, that is great. But what would truly set you apart is the ability to build systems, not just follow them.

We are actively building repeatable workflows and operational systems using tools like Claude Code and Claude Cowork. The person who grows into this role at its highest level is someone who can help us create workflows that the whole team can use, build templates and trackers that scale as we grow, and document processes so clearly that a new tea ---------- mber could follow them without hand-holding.

This is the kind of person we would invest in heavily. If you demonstrate that you can build systems and create replicable processes using AI, we will give you every resource you need to succeed (more on that below).

What You Need to Bring
You do not need to check every box. But you do need to be honest about where you are and genuinely willing to grow.

• AI-First Mindset: You actively use AI tools like ChatGPT, Claude, or similar in your daily work, or you are genuinely eager to make AI your primary working tool. You should be comfortable using AI to draft emails, build spreadsheets, summarize documents, create trackers, and research solutions.
• Strong Written English: Most of our communication is text-based. You need to write clearly and professionally.
• Organizational Ability: You will be tracking multiple projects and people simultaneously. If staying organized under complexity is not natural for you, this role will be overwhelming.
• Reliability and Responsiveness: Respond to messages promptly. Meet deadlines. Communicate proactively if something is delayed. Have your messaging apps on your phone so you can see urgent messages even when you are away from your computer.
• Self-Training Ability: If I introduce a new tool, I expect you to use AI and online resources to learn it on your own. You need to be the kind of person who figures things out.
• Reliable Internet and Power: You need stable, fast internet and reliable electricity. If your area has frequent outages, tell us what backup plan you have.

What We Provide (We Invest in Our Team)
This is important, and it is something most job postings do not include. We believe that if we want you to work at a high level, we need to give you the tools to do it. Here is what you can expect from us:

• Paid AI Tool Subscriptions: If you prove that you are committed and capable, we will provide paid subscriptions to the AI tools you need to do your job. This includes Claude Pro, ChatGPT Plus, and any other tools that are essential to your workflows. You should not be limited to free tiers when your work depends on these platforms. We will invest in the tools if you invest in the effort.
• Software and Platforms: If the role requires specific project management tools, cloud storage, communication platforms, or other software, we will provide access. You will not be expected to pay for the tools you need to do your work.
• Training and Growth: We do not expect you to know everything on day one. What we expect is that you are open and teachable. If you show initiative and follow-through, we will support your learning with courses, resources, and hands-on mentorship. If there is a certification or skill that would make you more effective, we will talk about how to make that happen.
• Performance-Based Raises: If you are making our lives easier and our operations stronger, your compensation will grow. We believe in rewarding results, not just time.
• A Real Team, Not Just a Job: You will not be an invisible contractor running errands. You will be part of a team that communicates, collaborates, and builds together. Your ideas will be heard. Your feedback will be welcomed. We want people who want to stay.

The bottom line: if you have been using free AI tools because you could not afford the paid versions, but you know you could do so much more with the right resources, this might be exactly the opportunity you have been looking for. Show us what you can do, and we will make sure you have what you need.

Bonus Skills (Not Required)
• Experience with Claude (by Anthropic), Claude Code, or Claude Cowork
• Familiarity with voice AI platforms (Synthflow, Retell, Vapi, GoHighLevel)
• Experience building workflows, SOPs, or operational documentation
• Sales, customer service, or client-facing communication experience
• Social media management or marketing support experience
• Comfortable speaking on phone or video calls with people in the United States
• Real estate, construction, or design industry experience
• Experience coordinating remote teams across multiple countries

Schedule and Compensation
Schedule

• Hours: Starting at 20 hours per week with potential to grow to 40 hours based on performance and mutual fit.
• Time Zone: I am in Florida, U.S. Eastern Time. We will work out a hybrid schedule with some overlap during U.S. hours. Flexibility will be discussed, but willingness to overlap is important.
• Duration: Long-term. I am looking for someone to grow with, not a short-term hire. We will start with a short paid test project so we can both evaluate the fit.

Compensation

• Starting Rate: $5 to $8 USD per hour, depending on experience and AI proficiency.
• Growth: Strong performers who are building systems, managing coordination, and working with AI at a high level can expect to move into the $8 to $10+ range as the role expands.
• Payment: Weekly to start (to build trust on both sides), transitioning to biweekly or monthly as we settle into a rhythm.
• Tools Provided: Paid AI subscriptions, software, and platform access as described above. Your tools are on us.


How to Apply
I read every application personally. To help yours stand out and help me understand where you might fit best, please include the following:

1. A brief summary of your work experience. Who you worked for, what you did, and what tools you used. Specific examples are better than general descriptions.
2. Your AI experience. Which AI tools you use (if any) and one specific example of how you used AI to complete a work task. If you have only used free versions, that is completely fine. Just be honest about your experience and what you would do with better tools.
3. Have you ever built a workflow, system, or process that other people followed? Describe it briefly. It does not have to be complicated. Even a simple tracking system or SOP counts.
4. A screenshot of your internet speed test from ---------- showing your download and upload speeds.
5. Your available hours per week and your typical working schedule in your local time.
6. Your English fluency level (reading, writing, speaking, listening).
7. What city or area you live in, and whether you experience frequent power or internet outages. If you do, tell me your backup plan.
8. A sentence or two about your personality and work style. How would you describe yourself? If you have ever taken a personality assessment (Myers-Briggs, DISC, StrengthsFinder, etc.), feel free to share your results.

Important: Applications that do not include the speed test screenshot and at least an honest answer about AI experience will not be reviewed. I am not looking for perfection. I am looking for follow-through.

Also: Even if you are not sure this is the right role for you, apply anyway and tell me what you are good at. We have multiple needs, and the right fit might be something we have not even posted yet.


A Final Note
I have been hiring remotely for many years. I know there are a lot of job postings out there, and I know some employers treat people as disposable. That is not how I operate. I invest in people. I value honesty over polish. I care about the person behind the screen.

If you are reliable, teachable, collaborative, and ready to grow with a team that genuinely appreciates what you bring, I would love to hear from you.

Scott