
Highly Skilled Administrative Professional
2 weeks ago
This is a highly skilled administrative position that requires experience in crafting and executing successful operational strategies.
The ideal candidate will have over 7 years of experience in managing workflows, coordinating human-AI teams, and maintaining systems.
Responsibilities include:
- Managing inbox, calendar, scheduling, and routine requests
- Handling invoicing, expenses, and coordination with accounting software
- Planning domestic/international travel and trade missions
- Maintaining and improving SOPs via the operations playbook
Additionally, the candidate will be responsible for:
- Overseeing client onboarding, contracts, and project setup
- Preparing briefings for workshops
- Supporting trade mission logistics, partner engagement, and milestones
- Coordinating stakeholder networks and handling non-strategic client communication
- Reviewing AI outputs for quality and accuracy
- Formatting and enhancing client-facing presentations/reports
The ideal candidate will have experience working with AI tools, comfortable drafting, research, and workflow optimization, and able to build prompt libraries and maintain knowledge databases.
Other responsibilities include:
- Maintaining CRM and sales pipeline
- Managing case studies and intellectual property assets
Our organization values flexibility, autonomy, and adaptability, and offers access to online learning platforms and opportunities for creative input.
Requirements:
- Experience: 3+ years as a remote executive assistant, project coordinator, or similar role, supporting senior executives/founders in fast-paced environments
- Operations & Client Support: Skilled in inbox/calendar management, travel logistics, invoicing (accounting software), client onboarding, workshop prep, stakeholder coordination, and data room management
- Project & Deliverables: Experience coordinating trade missions/events, managing SOPs/playbooks, and handling client communications. Strong ability to review, format, and enhance deliverables (reports, presentations, etc.)
- Ai & Tech Proficiency: Comfortable working with AI tools (Google Gemini/Gemma) for drafting, research, and workflow optimization. Able to build prompt libraries and maintain knowledge databases
- Business Development & Marketing: Familiar with CRM (Dex, Notion), pipeline management, and supporting thought leadership/marketing distribution
Tools: Google Workspace, Notion, Miro, Superhuman, Zoom, Calendly, Zapier, Dex CRM, Xero, Canva.
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