We are seeking a highly capable and proactive AI & Automation Virtual Assistant to provide administrative support while helping our team leverage AI and automation to improve productivity and efficiency.
This role goes beyond traditional virtual assistant responsibilities. The ideal candidate is already highly proficient with modern AI tools, understands how to identify repetitive or time-consuming processes, and can create or improve automated workflows that allow the team to work more efficiently.
Requirements
Key Responsibilities:
- Manage and organize email inboxes, correspondence, follow-ups, and administrative communications.
- Provide day-to-day virtual assistant and administrative support to leadership and team members.
- Use AI tools to improve productivity, organization, communication, research, and daily workflows.
- Identify repetitive, manual, and time-consuming processes that can be streamlined or automated.
- Create, implement, test, and improve automated workflows to reduce manual work.
- Research and evaluate new AI tools, platforms, and technologies that could improve business operations.
- Develop practical AI-powered solutions for administrative, operational, sales, marketing, and customer support tasks.
- Create and optimize AI prompts, templates, SOPs, and processes to improve consistency and efficiency.
- Assist team members with integrating AI into their existing workflows and responsibilities.
- Train and guide team members on how to effectively use AI tools for their specific roles.
- Connect and automate workflows between business applications and platforms when appropriate.
- Maintain and improve existing automation systems and troubleshoot workflow issues.
- Document automated processes, workflows, and SOPs so they can be easily understood and maintained by the team.
- Monitor automated workflows to ensure they are functioning properly and identify areas for improvement.
- Assist with data entry, data organization, reporting, research, and other administrative tasks.
- Manage and organize digital files, documents, databases, and other company information.
- Support CRM management, lead tracking, follow-ups, and other operational processes.
- Conduct research using AI and traditional research methods and summarize findings into actionable information.
- Assist with scheduling meetings, coordinating calendars, and managing follow-up tasks.
- Help improve internal systems and processes by identifying inefficiencies and recommending solutions.
- Collaborate with leadership and team members to understand business needs and develop practical automation solutions.
- Stay current with emerging AI tools, automation platforms, and productivity technologies.
- Take ownership of special projects and ad hoc assignments related to AI, automation, operations, and productivity.
- Proactively recommend new ways to save time, reduce repetitive work, and improve overall team efficiency.
Qualifications & Skills:
- Minimum of 2–3 years of experience as a Virtual Assistant, Executive Assistant,
- Operations Assistant, Automation Specialist, or similar role.
- Strong written and verbal English communication skills.
- Advanced proficiency with AI tools such as ChatGPT, Claude, Gemini, Perplexity, or similar platforms.
- Demonstrated experience using AI to improve productivity, automate tasks, or create business solutions.
- Experience creating or managing automated workflows using platforms such as Zapier,
- Make, GoHighLevel, n8n, or similar automation tools.
- Strong understanding of how to identify processes that are good candidates for automation.
- Ability to create effective AI prompts and develop repeatable AI-powered workflows.
- Experience with Google Workspace, Microsoft Office, and other common business productivity tools.
- Familiarity with CRM, project management, communication, and business management platforms.
- Strong technical aptitude and ability to quickly learn new software and technologies.
- Excellent problem-solving and analytical skills.
- Highly organized with exceptional attention to detail.
- Ability to work independently, take initiative, and proactively identify opportunities for improvement.
- Strong ability to manage multiple priorities and meet deadlines.
- Ability to explain technical concepts and AI tools in a simple, easy-to-understand way.
- Strong research skills and the ability to evaluate new tools and technologies.
- Experience creating SOPs, process documentation, and workflow diagrams is highly preferred.
- Previous experience supporting executives, founders, or growing businesses is a plus.
- A proactive "figure it out" mindset and genuine interest in AI and technology.
Benefits
Why Join Us?
- Work-from-home opportunity.
- Opportunity to contribute to a growing business by enhancing efficiency and client experience.
- Supportive and collaborative work environment.
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