Executive Assistant & Project Manager

Description

Executive Assistant, Project Manager & AI Operations Partner to the Chief Revenue & Strategy Officer (CRSO)

Location: Buena Park, CA

Work Arrangement: 100% On-Site

Employment Type: Full-Time, Exempt

Travel: Up to 15%

About the Role

We are seeking a highly capable, proactive, and technology-forward Executive Assistant, Project Manager & AI Operations Partner to serve as a strategic extension of the Chief Revenue & Strategy Officer (CRSO).

This is not a traditional Executive Assistant position. This role combines executive support, project management, AI operations, workflow automation, business intelligence, and strategic execution into a high-impact partnership designed to increase executive effectiveness and organizational performance.

The ideal candidate thrives in fast-paced environments, anticipates needs before they arise, drives initiatives to completion, and leverages modern AI tools to create operational leverage and scalable systems.

If you are organized, analytical, resourceful, and excited about using AI and automation to improve business outcomes, we encourage you to apply.

Key Responsibilities

Executive Partnership & Support

• Manage executive calendars, scheduling, and priority alignment

• Coordinate meetings, agendas, pre-read materials, and follow-up actions

• Draft executive communications, presentations, and correspondence

• Manage travel arrangements and logistics

• Track commitments, deadlines, and key deliverables

• Serve as a trusted liaison between the CRSO and internal/external stakeholders

• Handle confidential information with professionalism and discretion

Project & Program Management

• Lead and coordinate cross-functional projects and strategic initiatives

• Develop project plans, timelines, milestones, and status reports

• Identify risks, dependencies, and mitigation strategies

• Drive accountability across stakeholders and workstreams

• Monitor progress and ensure successful execution of priorities

• Support executive-level planning and decision-making processes

AI Operations & Workflow Automation

• Design and implement AI-powered workflows and productivity systems

• Build and maintain Custom GPTs, Claude Projects, AI agents, and automation solutions

• Automate recurring administrative, reporting, and communication processes

• Evaluate emerging AI technologies and identify opportunities for adoption

• Improve operational efficiency through workflow optimization and automation

• Create and maintain executive knowledge management systems

Business Intelligence & Decision Support

• Develop and maintain KPI dashboards and executive reporting tools

• Conduct research, market analysis, and competitive intelligence

• Prepare executive briefings and strategic recommendations

• Build spreadsheet models and validate business data

• Support revenue, strategy, and operational decision-making

Process Improvement & Systems Development

• Map, document, and optimize business processes

• Create SOPs, workflows, and scalable operating procedures

• Identify opportunities to eliminate inefficiencies and reduce manual work

• Drive continuous improvement initiatives across the executive office

• Enhance collaboration and information management systems

Requirements

  • 3+ years supporting senior executives, founders, or business leaders in fast-paced environments

• Demonstrated project management experience with multiple concurrent initiatives

• Experience coordinating cross-functional teams and stakeholders

Technical Skills

• Advanced proficiency in Microsoft Excel and Google Sheets, including:

o Pivot tables

o Complex formulas

o Data analysis

o Reporting and dashboards

o Power Query and data modeling preferred

• Strong PowerPoint and Google Slides presentation development skills

• Proficiency with Microsoft 365, Google Workspace, Zoom, Slack, Adobe Acrobat, and DocuSign

• Experience with project management platforms such as Asana, Monday.com, ClickUp, Notion, Smartsheet, or similar tools

AI & Automation Expertise (Required)

• Daily hands-on experience using ChatGPT, Claude, Microsoft Copilot, or similar AI platforms

• Experience building Custom GPTs and AI-powered workflows

• Strong prompt engineering and AI output quality assurance skills

• Familiarity with Zapier, Make, or comparable automation platforms

• Ability to identify opportunities to automate, streamline, and improve business processes

Professional Skills

• Exceptional written and verbal communication skills

• Strong business judgment and problem-solving ability

• Excellent organizational and time-management skills

• High attention to detail with a commitment to accuracy

• Ability to manage competing priorities and deadlines

• Proven ability to handle confidential and sensitive information

Preferred Qualifications

• Experience supporting C-suite executives

• PMP, CAPM, or equivalent project management training

• Experience with Notion, Airtable, Power BI, Tableau, or similar platforms

• Background in operations, strategy, business analysis, or process improvement

• Experience implementing AI tools within business operations

What Makes Someone Successful in This Role

The ideal candidate demonstrates:

• Extreme ownership and accountability

• A proactive, solutions-oriented mindset

• Strong critical thinking and business acumen

• Ability to anticipate needs and solve problems independently

• Comfort operating in high-growth, fast-moving environments

• Executive presence and professionalism

• A passion for systems, automation, and continuous improvement

• Calmness and composure under pressure

Why Join Us?

This role offers a unique opportunity to work directly with executive leadership, influence strategic initiatives, and help build the future of AI-enabled business operations. You will have the opportunity to create meaningful impact, drive innovation, and serve as a key partner in accelerating organizational growth and execution.

If you enjoy solving complex problems, building systems, leveraging AI, and operating at a high level of ownership and trust, we'd love to hear from you.

BENEFITS

• Medical insurance 
• Dental insurance 
• Vision insurance 
• Paid Time Off

#ZR