AI-Native Executive Assistant / Operations Specialist

About the Role
We are looking for a highly capable, AI-native Executive Assistant / Operations Specialist to
work closely with the founder of a fast-growing AI-focused company.
This is not a traditional administrative assistant position. We are looking for someone who
combines strong organizational skills with an ability to leverage AI tools, automate workflows,
and take ownership of important business processes.
The ideal candidate is curious, proactive, technically comfortable, and constantly looking for
ways to improve efficiency through AI and automation.

Key Responsibilities
Executive & Administrative Support
● Manage and triage emails, ensuring important communications are prioritized and handled efficiently
● Manage calendars, scheduling, and meeting coordination
● Organize information, documents, and business workflows
● Support the founder with day-to-day operational tasks and priorities

AI & Automation
● Use AI tools and agents to improve business processes and reduce repetitive work
● Leverage tools such as Claude Code, Codex, and other AI coding/automation tools
● Identify opportunities to automate workflows and create more efficient systems
● Build and maintain AI-assisted processes across the business

Sales & Business Development Support
● Manage sales follow-ups and ensure leads are progressed effectively
● Support customer and prospect communications
● Assist with outbound outreach campaigns, including cold outreach to IMOs/IOIs
● Maintain organized records of sales activity and follow-up actions

Hiring & Recruitment Support
● Manage hiring follow-ups and candidate communications
● Support recruitment processes and ensure outstanding actions are completed
● Help organize hiring workflows and maintain candidate information

Operations & Compliance Support
● Organize company events and coordinate logits
● Manage receipt collection and organisation for accounting software
● Support ISO 27001 compliance activities and security-related processes
● Assist with implementing security workflows using AI tools such as Codex and Claude Code

AI & Technical Skills
● Strong interest in AI tools, automation, and emerging technology
● Experience using AI assistants such as ChatGPT, Claude, Claude Code, Codex, or
similar tools
● Comfortable experimenting with new software and learning technical systems quickly
● Ability to understand workflows and identify opportunities for automation

Experience & Skills
● Previous experience as an Executive Assistant, Operations Assistant, Business
Assistant, or similar role
● Strong organisational and project management skills
● Excellent written and verbal communication skills
● Experience managing multiple priorities independently
● Strong research skills and attention to detail

Personal Attributes
● High level of ownership and accountability
● Proactive mindset — someone who looks for what needs doing rather than waiting for instructions
● "Journalist mindset" — able to investigate, research, and find answers independently
● Reliable, organised, and detail-oriented
● Comfortable working in a fast-paced startup environment

● Experience supporting founders or senior executives
● Sales operations or business development experience
● Experience with Notion, Airtable, or similar tools
● Experience with workflow automation tools
● Familiarity with cybersecurity, compliance, or ISO 27001 processes
● Technical background or interest in software development

Within the role, you will:
● Become a trusted operational partner to the founder
● Own recurring workflows and ensure nothing is missed
● Use AI to automate repetitive processes
● Improve business systems and efficiency
● Support growth activities across sales, hiring, and operations