AI-Fluent Executive Operations Coordinator - T

Executive Operations Coordinator

Location: Remote | PST Time Zone
Employment Type: Part-Time | 20 hrs/week to start

ROLE OVERVIEW

Chief of Staff-style Executive Assistant role built around one core principle: the executive focuses on high-value work, you handle everything that follows. You will work directly from meeting transcripts, recordings, and Slack instructions to action follow-ups, coordinate logistics, and keep projects moving. This role requires exceptional judgment, strong written communication, and the ability to work proactively with minimal hand-holding.

KEY RESPONSIBILITIES

Meeting Follow-Up & Task Execution

• Review meeting transcripts and recordings at the end of each session; identify and action all follow-up items
• Draft and send follow-up emails on the executive's behalf with accurate, professional communication
• Log action items, assign deadlines, and track completion across all open projects
• Flag items that require the executive's direct input or decision; surface them clearly and concisely

Speaking Event Coordination

• Own all logistics and follow-up for external speaking engagements the executive commits to
• Coordinate with event organizers: confirm details, manage timelines, track deliverables
• Prepare briefing documents for upcoming engagements: event details, audience, format, logistics
• Follow up post-event as needed: thank-you messages, materials sharing, relationship notes

Webinar & Event Coordination

• Send availability and coordinate scheduling with guest speakers for webinars
• Manage end-to-end webinar logistics: Zoom setup, registration pages, confirmation and reminder emails
• Coordinate speaker communications, prep materials, and day-of logistics
• Follow up post-webinar: recording distribution, attendee follow-up, CPE documentation

Inbox & Calendar Management

• Monitor and triage the executive's inbox; draft responses, flag priorities, and ensure nothing is missed
• Manage calendar: schedule meetings, protect focus time, send confirmations
• Perform daily start-of-day check and end-of-day sweep across email and Slack

Lead Outreach Support

• Conduct direct outreach to inbound leads to book discovery or introductory meetings
• Manage LinkedIn follow-up sequences for leads engaging with the executive's content
• Maintain a simple lead tracker: status, last contact, next action
• Draft and send outreach messages in the executive's voice using approved templates

REQUIREMENTS

• 3+ years of experience as an Executive Assistant, Chief of Staff, or Operations role supporting a founder or senior leader
• Exceptional written English — you will be communicating on behalf of the executive externally
• Fluent in AI tools usage — comfortable leveraging AI to enhance productivity, draft communications, and streamline workflows
• Highly organized and systems-oriented; nothing falls through the cracks on your watch
• Comfortable working from meeting transcripts, Loom videos, and voice/Slack instructions
• Proactive by nature — you identify what needs to happen next without being told
• Discretion and professional judgment in all external communications
• Experience supporting a content creator, educator, or professional services founder is a strong plus

TOOLS & PLATFORMS

• Communication: Slack, Gmail
• Scheduling: Calendly or similar
• Meeting transcripts: Fathom, Fireflies, Otter, or similar
• Webinars: Zoom
• Project/task tracking: Notion, Asana, or similar
• LinkedIn: direct access or via outreach tool. T