Executive Assistant. - Operator and Leader

About Gymtopia.ai

Gymtopia.ai is an AI-powered CRM and automation platform built specifically for gym owners. We help them turn clicks into customers, automate lead generation, and drive referrals — so they can stop burning out and start scaling. We're a fast-moving, high-conviction team and we're building something that genuinely changes how fitness businesses operate.

The Role

This is not a traditional EA position. We're hiring an operator — someone who can run adjacent to the CEO, take ownership of his time, and use AI tools to execute at 10x the speed of a conventional assistant.

You will be the single point of accountability for the CEO's calendar, follow-ups, and meeting outputs. You'll set up and manage our internal AI infrastructure, implement process frameworks from Day 1, and proactively identify automations that reduce the CEO's manual workload toward zero.

If you thrive on systems, love eliminating chaos, and get genuine satisfaction from making a high-output leader more effective — this role was written for you.

Core Responsibilities

Calendar & Time

Own 100% of the CEO's calendar — all requests route through you first
Gate every meeting against agenda, outcome, and necessity criteria
Send pre-meeting briefs and 24-hour confirmations as standard
Design and protect deep-work blocks and buffer time
Pre-emptively schedule follow-ups without being asked

Meeting Outputs

Attend key meetings as a silent observer and note-taker
Manage AI transcription tools (Fathom, Otter) and extract action items
Send post-meeting summaries to all attendees within 2 hours
Log all client and lead interactions in the CRM within 24 hours
Chase overdue action items on a defined cadence without escalating

AI Infrastructure

Set up and manage the Claude Teams workspace and project structure
Build and maintain a centralised context bank in NotebookLM
Draft communications in the CEO's voice using Claude
Propose and implement new AI automations that reduce manual work
Document all AI workflows as reusable SOPs

What We're Looking For

Must Have:
3+ years supporting a founder, CEO, or C-suite executive
Demonstrated ability to own and protect a complex executive calendar
Proficiency with AI tools — Claude, ChatGPT, NotebookLM, or equivalent
Strong written communication — you write clearly, concisely, and professionally
High accountability — you close loops, chase tasks, and never let things go silent
Comfortable operating with autonomy in an ambiguous, fast-moving environment
Has to have LEADERSHIP roles in the past

Apply here: ----------