AI-Powered Executive Assistant

ROLE OVERVIEW

We're hiring an AI-Powered Executive Assistant who runs the executive's world with AI as their leverage. You'll protect leadership time, assist with client and agent experience, track business metrics, and build the AI-powered systems that scale this business — operating with the speed of a team because AI is your co-pilot at every step.

SCHEDULE - 40 hours / week

• Monday – Thursday 1:00 PM – 10:00 PM EST
• Friday & Saturday1:00 PM – 5:00 PM EST

CORE MISSION

• Act as a force multiplier for leadership by protecting executive time, supporting client and agent experience, tracking team performance, and leveraging AI to drive efficiency and lead generation.
• This role is not task-based. It is ownership-based — you own the systems and the support layer. If the executive has to manage logistics, chase updates, or read long threads — the system has failed.

KEY RESPONSIBILITIES

1. Executive operations & gatekeeping
1. Filter all incoming communication, requests, and priorities. Manage the calendar to protect deep work and maximize high-value time. Use AI to prepare daily briefings, summaries, and action items. Apply the Issue → Options → Recommendation format so leadership only handles high-value decisions.
2. Client relations & experience support
1. Assist with the client journey from write-up to policy completion. Help conduct meetings and data collection, track all cases and follow-ups, and liaise with carriers to keep processing moving smoothly. Support a high-touch, professional client experience at every touchpoint.
3. Agent onboarding & licensing support
1. Assist in tracking agent licensing end-to-end. Partner with the Business Development Support Team on licensing needs, support agents through exam prep, and help monitor progress, bottlenecks, and completion timelines.
4. Metrics, reporting & performance tracking
1. Track recruiting, licensing, client pipeline, and production metrics. Build AI-assisted dashboards in Notion, Sheets, or CRM. Deliver clear summaries with insights and recommendations — not raw data dumps.
5. AI systems & lead generation
1. Use AI tools to generate leads, automate outreach, and manage follow-ups. Build and maintain AI prospecting systems, appointment booking workflows, and content automation pipelines on Instagram and LinkedIn.
2. AI fluency is the foundation of this role. You will be expected to build with AI, not just use it.
6. Marketing & social media support
1. Assist in managing social media presence, support AI-assisted content creation, and track engagement and lead flow back to the pipeline.
7. Task management & prioritization
1. Maintain a master task tracker. Prioritize by deadline, impact, and time-dependency. Identify and execute the top 3 priorities daily, using AI to compress prep and research time.
8. Proactive problem solving
1. Before bringing an issue: identify the problem, generate options (AI accelerates this), and recommend a solution. Don't bring problems — bring decisions ready to be made.

IDEAL CANDIDATE

• Mindset — High ownership. Calm under pressure. Thinks 2–3 steps ahead.
• Execution — Highly organized, structured, and reliable across multiple workflows.
• Communication — Clear writer, professional on camera, comfortable client-facing.
• AI fluency — Already using AI tools daily. Builds workflows, not just prompts.

REQUIRED SKILLS

• Strong proficiency in Google Workspace, Notion / CRM systems, Canva, and Zoom
• Daily, hands-on experience with ChatGPT and/or Claude across writing, research, and decision support
• Working knowledge of at least one automation platform (Make.com, Zapier, n8n, or Lindy AI)
• Ability to summarize information quickly and track multiple workflows simultaneously
• Confident managing client-facing conversations on camera with clear presence and professional appearance
• Experience supporting a founder, sales, or recruiting operation strongly preferred

NON-NEGOTIABLES

• Extreme ownership mindset
• Proactive thinking — never reactive
• Independent prioritization without handholding
• Strong AI tool proficiency or an extremely fast learner
• High reliability and follow-through

WHAT SUCCESS LOOKS LIKE

• The executive is no longer managing logistics
• Client experience runs smoothly without escalations
• Metrics are tracked, visible, and improving week over week
• AI systems generate consistent qualified leads
• Operations run without constant oversight

Independent Contractor Perks
HMO Coverage for eligible locations
Permanent work from home
Immediate hiring
Steady freelance job

Side Note

This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection, and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.