Operations / Executive Assistant

# Operations / Executive Assistant + AI & Automation Support

## About Me

I am a business owner, strategist, and entrepreneur managing multiple brands, projects, and properties across retail, hospitality, events, consulting, content, and AI.

My businesses and projects currently include:

* A metaphysical retail business with two locations
* Airbnb and retreat properties
* Event planning and retreat experiences
* AI consulting and automation projects
* Content creation, speaking, and partnerships
* New business ideas, presentations, systems, and launches

I move quickly, manage a lot of moving pieces, and need someone who can help bring structure, calm, organization, and follow-through to my day-to-day operations.

This role is for someone who enjoys organization, planning, systems, communication, and helping keep an entrepreneur on track.

You will become my right-hand support person.

---

## About the Role

I am looking for a highly organized, emotionally steady, proactive Operations / Executive Assistant with strong project management, communication, and AI/automation skills.

This role is not just about checking boxes. I need someone who can think ahead, anticipate needs, keep me focused, help manage my schedule, organize my inbox, track priorities, communicate with staff on my behalf, and make sure important details do not fall through the cracks.

You should be comfortable working with an entrepreneur who has multiple businesses, many ideas, changing priorities, and a fast-moving schedule.

You must be adaptable, calm under pressure, solution-oriented, and able to communicate clearly without becoming overwhelmed or overly reactive.

I need someone who can bring order to chaos, protect my time and energy, and help me stay focused on what matters most.

---

## Main Responsibilities

### Calendar + Schedule Management

* Manage calendar appointments and scheduling
* Coordinate meetings, calls, travel, and reminders
* Help organize my week and prioritize important tasks
* Prevent scheduling conflicts and ensure deadlines are not missed
* Support with travel planning and booking

### Inbox + Communication Management

* Organize and manage email inboxes
* Flag important messages
* Draft replies when needed
* Follow up on pending conversations
* Track conversations that require future action
* Help make sure nothing important slips through the cracks

### Operations + Project Support

* Track business priorities and ongoing projects
* Help maintain task lists and project boards
* Organize information in Notion, Asana, Google Drive, and spreadsheets
* Create and update SOPs (Standard Operating Procedures)
* Document systems and processes
* Help organize files, notes, links, contacts, and business information
* Identify bottlenecks and suggest ways to improve efficiency

### Team Communication + Leadership Support

* Communicate with staff, vendors, and partners on my behalf in a professional, confident, and organized way
* Be comfortable speaking to my team as an extension of me while still knowing when something needs to be escalated
* Help reinforce priorities, deadlines, and accountability with staff
* Assist with delegating tasks and following up to ensure projects are moving forward
* Maintain a calm, solutions-oriented tone when dealing with tea ---------- mbers

### Hiring + Interview Support

* Help post job listings for VAs, contractors, and project-based roles
* Review applications and narrow down candidates
* Conduct initial interviews and screening calls
* Assess candidates for communication skills, reliability, organization, and culture fit
* Help with onboarding new hires and creating SOPs for their role
* Recommend which candidates seem strongest and why

### Daily Planning + Accountability

* Check in with me daily between 7:00 AM and 10:00 AM EST on workdays
* Help me review my priorities, schedule, deadlines, and top tasks for the day
* Help me identify what absolutely must get done versus what can wait
* Keep a running task list and help me stay focused on the highest-value activities
* Be comfortable reminding me when I am overcommitting, getting distracted, or shifting priorities too often
* Help me create a realistic daily game plan that balances urgent needs with long-term goals

### AI + Automation Support

* Comfortable using AI tools and helping integrate them into day-to-day workflows
* Able to identify repetitive tasks that could be automated
* Help brainstorm and implement ways to save time using AI, automation, and better systems
* Research and recommend tools, workflows, and platforms that improve efficiency across multiple businesses
* Help document and organize AI workflows so they can be repeated by other staff members
* Comfortable testing and improving automations over time
* Help teach me how to better use AI in my own workflow

---

## Required Skills

* Excellent written and spoken English
* Strong organization and time management
* Great attention to detail
* Ability to work independently
* Strong follow-through
* Calm, emotionally mature communication style
* Ability to manage multiple priorities without getting overwhelmed
* Comfortable handling confidential business information
* Ability to think critically and solve problems
* Strong judgment and common sense
* Ability to adapt to changing priorities
* Strong communication skills with staff, vendors, and clients
* Comfortable leading conversations and taking initiative
* Ability to create structure and accountability without being overly rigid

---

## Software + Tools You Should Be Comfortable Using

You do not need to know every tool perfectly, but you should be comfortable learning quickly and already have experience with several of the following:

* Google Workspace (Gmail, Google Calendar, Google Docs, Google Sheets, Google Drive)
* Notion
* Asana
* Slack
* Canva
* Zoom
* Loom
* Trello
* Microsoft Office
* Dropbox
* Calendly
* LastPass or password management tools
* Travel booking websites and apps
* Basic spreadsheet management
* ChatGPT
* Claude
* Notion AI
* Zapier
* Make
* N8N
* Airtable
* CRM systems
* AI agents and chatbot workflows
* Basic understanding of APIs, integrations, and automation logic

---

## Bonus Experience

Bonus points if you have experience with:

* Supporting founders or entrepreneurs with multiple businesses
* Airbnb, hospitality, retreats, or events
* Recruiting, interviewing, and onboarding
* SOP creation
* Workflow automation
* Project management across multiple businesses
* AI implementation and internal systems
* Helping identify where time is being wasted and creating systems to improve it
* Building lightweight AI agents, automations, or internal tools

---

## Who You Are

* You enjoy organizing chaos into structure
* You are proactive and do not need constant supervision
* You do not take feedback personally
* You can stay calm when priorities shift
* You are resourceful and can find answers
* You communicate clearly and professionally
* You are dependable, trustworthy, and discreet
* You are the type of person who likes checklists, systems, and making life easier for other people
* You can speak confidently with staff and represent me well
* You know how to balance being warm, direct, and professional
* You are comfortable holding people accountable and helping projects move forward

---

## Hours + Availability

* Part-time to start, with opportunity to grow into full-time
* Must be available during some U.S. business hours
* Must be available for morning check-ins between 7:00 AM and 10:00 AM EST on workdays
* Flexible schedule overall, but responsiveness and reliability are important

---

## To Apply

Please include:

1. A short introduction about yourself
2. Your experience as an Executive Assistant, Operations Assistant, Project Manager, or Founder Support role
3. Which tools/software you have used
4. An example of how you stay organized
5. Your favorite productivity hack or system
6. An example of a difficult situation you solved for a founder or business owner
7. Your experience hiring, interviewing, or managing people
8. Describe one example of an AI workflow, automation, or system you built or improved and what impact it had
9. Your hourly rate
10. The word “steady” somewhere in your application so I know you read the full post

I am looking for someone who wants to grow with me long-term and become an important part of the business.