Supports executives and operations by tracking coaching engagements, managing calendars and scheduling systems, drafting client communications, preparing program documents, administering collaboration platforms, and maintaining organized files. Develops and improves Claude- and Gemini-based AI workflows for document generation, transcript analysis, and scheduling. Handles ad hoc executive requests with discretion, prioritization, proactive judgment, and strong attention to detail.
We are looking for a highly organized, tech-forward Executive & Operations Assistant to support our team. This role blends traditional executive support with hands-on ownership of our AI-powered workflows — you’ll be as comfortable drafting a client follow-up email as you are refining a Claude-based document generation process. It’s a great fit for someone who’s proactive and energized by using AI tools to make a growing business run more efficiently. Over time you should automate or delegate these key responsibilities, enabling you to take on more meaningful and impactful responsibilities.
Key Responsibilities
- Engagement tracking: Monitor every active coaching engagement — sessions used, renewal dates, outstanding deliverables — and keep Monday.com boards up to date so the team always has an accurate picture.
- Client follow-up: Review outgoing scheduling emails daily, draft tailored follow-ups for clients or stakeholders, log outcomes, and escalate when a personal touch is needed.
- AI workflow development: Research, test, and help build AI tools and Claude-based workflows (document generation, transcript analysis, scheduling) that improve how the practice operates.
- Program production: Prepare the full suite of coaching engagement documents — progress trackers, nomination templates, interview questions, invitations — and build the client-facing kickoff packages, including HTML mockups.
- Calendar & scheduling management: Manage complex, multi-party calendars and Calendly configuration for team and coaches, resolving conflicts and keeping systems in sync.
- Systems administration: Administer Microsoft Teams, Zoom, Google Meet, and LinkedIn accounts, troubleshooting access issues, and coordinate outreach.
- Document & file management: Format and convert client-facing documents to firm standards, and maintain consistent organization across Monday.com, Google Drive, and SharePoint.
- Ad hoc executive support: Respond promptly to one-off requests from the team, prioritizing effectively as needs shift day to day.
Requirements
What We're Looking For
- Experience in an executive assistant, coordinator, or operations support role, ideally supporting multiple team members at once.
- C1 English level
- Excellent written communication and a sharp eye for formatting and detail.
- Comfort learning and working hands-on with AI tools (we currently use Claude and Gemini for Workspace extensively), and a genuine interest in using them to improve workflows.
- Proficiency with tools like Monday.com, Calendly, Google Drive, Microsoft SharePoint/Teams, and Zoom.
- Strong judgment and discretion in client and stakeholder communications, including knowing when to escalate versus handle independently.
- A proactive, self-directed working style, comfortable managing multiple concurrent workstreams without close supervision.
Benefits
- Indefinite contract
- Prepaid medicine
- Life insurance
- Birthday day off
Similar Jobs
eCommerce • Enterprise Web • Information Technology • Software • Database • Analytics • Business Intelligence
Leads technical strategy for complex enterprise sales opportunities across the Americas. Designs solution demonstrations, architectures, proof-of-concepts, and ROI-based value propositions for digital analytics and agentic AI solutions. Partners with account executives, customer success, product, and engineering; manages executive stakeholders; mentors Solutions Engineers; leads RFP responses; and influences the product roadmap. The role requires 20–25% travel and strong web technology, presentation, and enterprise pre-sales expertise.
Top Skills:
Agentic AiAndroidCSSEnterprise Data ArchitectureHTMLiOSJavaScriptSalesforce
Fintech • Hardware • Payments
Manages and grows a portfolio of software partners within REPAY’s Consumer Payments division. Responsibilities include executive relationship management, partner health monitoring, renewals, contract negotiations, upselling, cross-selling, enablement, product adoption, issue escalation, CRM management, reporting, and revenue forecasting. The role partners cross-functionally with Sales, Product, Engineering, Operations, Sales Engineering, and Technical Account Management to improve retention, partner satisfaction, and payment volume growth.
Top Skills:
AchAPIsElectronic Payment Processing PlatformsIvrPartner Management PlatformsSalesforce
Fintech • Hardware • Payments
Designs, builds, and operationalizes production data science, machine learning, generative AI, and LLM systems. Responsibilities include data and AI pipelines, predictive models, RAG applications, experimentation, MLOps, model serving, monitoring, governance, cloud migration, and business analytics. The role partners with Product, Engineering, BI, and Data teams to translate business problems into scalable AI solutions and measurable product or operational improvements.
Top Skills:
AWSAws BedrockAws SagemakerAzureCi/CdDatabricksLlmsMlopsNlpPythonRagSQL
What you need to know about the Los Angeles Tech Scene
Los Angeles is a global leader in entertainment, so it’s no surprise that many of the biggest players in streaming, digital media and game development call the city home. But the city boasts plenty of non-entertainment innovation as well, with tech companies spanning verticals like AI, fintech, e-commerce and biotech. With major universities like Caltech, UCLA, USC and the nearby UC Irvine, the city has a steady supply of top-flight tech and engineering talent — not counting the graduates flocking to Los Angeles from across the world to enjoy its beaches, culture and year-round temperate climate.
Key Facts About Los Angeles Tech
- Number of Tech Workers: 375,800; 5.5% of overall workforce (2024 CompTIA survey)
- Major Tech Employers: Snap, Netflix, SpaceX, Disney, Google
- Key Industries: Artificial intelligence, adtech, media, software, game development
- Funding Landscape: $11.6 billion in venture capital funding in 2024 (Pitchbook)
- Notable Investors: Strong Ventures, Fifth Wall, Upfront Ventures, Mucker Capital, Kittyhawk Ventures
- Research Centers and Universities: California Institute of Technology, UCLA, University of Southern California, UC Irvine, Pepperdine, California Institute for Immunology and Immunotherapy, Center for Quantum Science and Engineering
