Tech & Administrative Executive Assistant

Remote | 20 hrs/week to start | $5–8 USD/hr | EST timezone (8 AM–5 PM)

About the Role
We’re looking for a Tech & Administrative Executive Assistant who’s more than just organized — you’re resourceful, AI-curious, and love finding creative ways to make systems run faster and smarter.
You’ll work directly with the Founder of a fast-growing business consulting firm that helps entrepreneurs launch AI agencies. You’ll act as the operational backbone — managing tools, coordinating projects, supporting clients, and using AI to simplify, automate, or accelerate everyday tasks.
If you love experimenting with ChatGPT, using automation tools to save time, and solving problems independently, this is your dream role.

Responsibilities
Communication & Coordination
Monitor Slack for messages, action items, and updates — both internally and with clients.
Respond to simple client requests using internal SOPs and chatbots.
Escalate high-priority issues clearly and promptly to the founder.
Maintain a professional and supportive tone in all communication.


Project & Task Management
Manage and organize Asana tasks from Fathom AI call notes (action items are automatically pushed to Asana).
Assign, prioritize, and update tasks — ensuring progress stays on track.
Anticipate what’s next and communicate what’s pending or blocked.
Provide daily Slack summaries and weekly updates during tea ---------- etings.

Tech Tools & Campaign Management
Manage and QA email campaigns in Instantly — monitor results, pause underperforming variants, test new ones.
Update client websites in Lovable as needed.
Retrieve client or campaign data from Airtable to support deliverables.
Support clients setting up basic LinkedIn automation tools (Dripify, Lemlist, etc.).
Prepare a monthly invoice using provided templates.

AI-Driven Problem Solving
Use ChatGPT and AI tools to:
Draft internal or client-facing documents.
Simplify complex tasks into clear, repeatable steps.
Create prompts or automations that make operations more efficient.
Help clients learn how to use AI tools independently for their business tasks.

Scheduling
Manage rescheduling and coordination of meetings (via Slack, Google Calendar, or Calendly).
Ensure all meetings have clear context and supporting materials ready.
Occasionally join calls to assist with client support or capture details.

What Makes You Stand Out
You love solving problems creatively with AI tools — you see ChatGPT as a teammate, not a toy.
You’re proactive — you don’t wait for instructions, you anticipate what’s next.
You’re a clear communicator who writes in a friendly, confident tone.
You’re organized and tech-fluent — you enjoy systems like Slack, Asana, and Airtable.
You take ownership — if something’s unclear, you find the answer.


Our Tech Stack
You don’t need to know everything — but familiarity helps!
Core Tools:
Slack · Asana · Airtable · Instantly · Google Workspace · ChatGPT · LinkedIn Automation Tools (Dripify, Lemlist)

Bonus Points For:
Lovable · Apollo · n8n · Fathom AI · Heartbeat

Requirements
2+ years of remote admin or project coordination experience
Strong written and spoken English
Reliable internet with a backup connection plan
Backup power source preferred (UPS, generator, etc.)
Comfortable working 8 AM – 5 PM EST
Proactive communicator who thrives in a remote, fast-paced environment

Compensation
???? $5–8 USD/hour (depending on experience)
Eligible for promotion & pay increase within 2-3 months
?? Starting at 15-20 hours/week, with potential to increase within 1 month
????? Contractor position
???? Long-term collaboration and growth opportunity

How to Apply
Please include all of the following:
Your CV & LinkedIn profile
A 2–3 minute Intro video introducing yourself, why you want this role, and your most important skill for the role
A short paragraph describing your backup plan if your internet or power goes down
Start your application with the word “SYSTEMS” so we know you read the entire post carefully