Executive Assistant

Executive Assistant (AI Operations & Executive Support)

Company: Confidential (AI Transformation & Mystery Shopping Solutions)

Location: 100% Remote (Candidates based in the Philippines or India preferred)

Hours: Full-Time Monday Friday 9:00 AM 5:00 PM PST

Experience Level: 25 years of Executive Assistant or Administrative Operations experience

Compensation: $1500 $2500 USD / month based on experience

Our client is a forward-thinking operational transformation firm that has been in business since 1954. By pairing seven decades of industry expertise with modern artificial intelligence they help organizations streamline operations automate legacy workflows and elevate customer experiences through advanced mystery shopping solutions.

As the company rapidly expands its internal AI division leadership is seeking an adaptable tech-minded Executive Assistant to support executive operations coordinate projects and learn directly from the companys internal AI engineers to help automate and scale daily administrative and mystery shopping workflows.

This is not a traditional administrative role. While you will provide high-level executive support to leadership (including schedule management communication and project tracking) a significant portion of your role will involve learning AI-driven workflows from internal specialists and applying those tools to modernize business operations.

You will serve as a key bridge between leadership internal AI developers and operational teamshelping document new processes create Standard Operating Procedures (SOPs) and streamline the mystery shopping division. The ideal candidate is proactive eager to learn cutting-edge tools (like ChatGPT Claude and Gemini) and thrives in an evolving technology-focused environment.

• Calendar & Workflow Management: Manage executive calendars prioritize incoming scheduling requests align meeting agendas and ensure smooth day-to-day operations.
• Communication & Coordination: Draft review and organize internal and external correspondence on behalf of leadership with high professionalism and discretion.
• Meeting Facilitation: Prepare meeting materials take detailed notes and track action items to completion.
• Travel & Expense Management: Coordinate travel itineraries logistics and expense documentation as required.
• File & Document Control: Maintain organized digital document repositories across Google Workspace and Microsoft Office.

• AI Implementation: Work closely with the internal AI technical team to learn proprietary AI workflows and automation systems.
• Process Modernization: Identify manual repetitive administrative tasks and work with leadership to automate them using modern AI tools.
• Mystery Shopping Operations: Support the mystery shopping division by streamlining reporting client communications and operational tracking through automated workflows.
• Continuous Learning: Stay curious and active in testing emerging AI tools (ChatGPT Claude Gemini etc.) to bring efficiency improvements to the executive suite.

• SOP Creation: Write step-by-step Standard Operating Procedures (SOPs) process maps and training guides for newly developed AI systems.
• Internal Onboarding & Training: Assist leadership and team members in adopting new automated platforms and workflows.
• Executive Enablement: Act as a knowledge transfer partner for leadership (specifically helping onboard leadership to new AI systems built by the technical team).

• Project Tracking: Monitor progress across multiple cross-functional initiatives proactively following up on outstanding deliverables.
• Cross-Departmental Communication: Ensure clear alignment between administrative technical and mystery shopping teams.

• Experience: 2 to 5 years of professional experience as an Executive Assistant Operations Assistant or High-Level Administrative Specialist.
• Language Proficiency: C1/C2 Fluent English (written and verbal) with clear professional communication skills across international teams.
• Technical Comfort: Highly proficient with Google Workspace (Gmail Docs Sheets Drive) and Microsoft Office 365. Comfortable picking up new software platforms quickly.
• Mindset: Proactive problem solver who anticipates executive needs rather than waiting for direction.
• Organizational Skills: Exceptional attention to detail time management and multi-tasking abilities in a fast-paced environment.
• Integrity: Proven track record of handling sensitive and confidential business information with high discretion.

• AI & Automation Interest: Prior exposure to or strong enthusiasm for learning AI platforms (ChatGPT Claude Gemini Slack automations etc.).
• Process Documentation: Prior experience writing clear SOPs training manuals or step-by-step workflows.
• Communication Platforms: Experience with Microsoft Teams Slack and cloud project management tools (Asana Trello ClickUp or similar).
• Industry Background: Background in technology professional services consulting or mystery shopping/market research operations.

1. Executive Efficiency: Measurable reduction in executive administrative burden through seamless calendar control and proactive follow-ups.
2. AI Workflow Adoption: Successful onboarding to internal AI tools and active assistance in training leadership on automated systems.
3. Mystery Shopping Streamlining: Operational time savings achieved by implementing AI-assisted administrative tasks within the mystery shopping division.
4. Documentation Quality: Creation of clear accurate SOPs for all newly automated internal workflows.

• Location: 100% Remote (Must have a quiet home office setup with a high-speed reliable internet connection and back-up power/internet options).

Required Experience:

IC