Executive Operations Assistant — Oil & Gas Mineral Acquisitions

Job Overview

We are a Texas-based oil & gas mineral acquisition company seeking a highly skilled, AI-fluent Executive Operations Assistant. This role starts part-time with the opportunity to transition to full-time as the operation scales. You will be the operational backbone of our acquisitions pipeline — managing data, communications, deal documents, and follow-ups so the principal can focus on closing deals.

Working hours will fall between 8:00 AM and 5:00 PM CST (Central Standard Time), Monday through Friday — ideally mornings to start.

This is not a traditional VA role. We are building an AI-first operation. You must be proficient with Claude (Anthropic) and other AI tools and excited to use them daily to automate, draft, clean, analyze, and streamline everything we do. If you are not already using AI to do your work faster and better, this role is not for you.

What You'll Do

Acquisition Outreach Support

• Clean, deduplicate, normalize, and validate mineral owner data pulled from multiple databases to prep multi-touch outreach campaigns — accuracy here directly drives deal flow
• Manage multiple simultaneous outreach campaigns running in different geographic areas at the same time

Lead & Pipeline Management

• Review inbound voicemails daily: listen to each message, summarize it, identify the action item, and queue the next step for follow-up — nothing sits unanswered
• Manage and update a detailed Google Sheets deal-tracking pipeline (this is the nerve center of the business — it must be flawless)
• Manage inbound responses across phone, text, and email; log every touchpoint
• Draft and prepare text and email follow-ups to warm leads (every callback gets a minimum of two follow-up touches)
• Prompt the principal daily on required replies and follow-ups so nothing slips

Deal Execution & Post-Close Admin

• Determine which sellers need Purchase & Sale Agreements; track signature status and chase signatures
• After signing: collect title information from sellers and coordinate with the title team
• Obtain royalty statements — from sellers directly, or by contacting well operators — and persistently follow up until received
• Manage all operator and owner correspondence through closing

AI & Automation (Core to This Role)

• Use Claude daily to draft correspondence, clean and structure data, summarize documents, and build repeatable workflows
• Leverage AI to automatically create and tee up emails and follow-ups based on selected inputs in the Google Sheet pipeline — for example: when a deal's status is changed to "PSA Signed," automatically generate an email to the operator (with the owner's name and info pre-filled) requesting a royalty statement, ready for review and send
• Build and maintain automated workflows in Google Sheets (Apps Script, formulas, triggers) and Excel
• Proactively identify manual processes and propose AI-driven solutions to eliminate them
• Handle ad hoc projects: research, reporting, document prep, process documentation

Required Skills & Qualifications

• Proven, hands-on proficiency with Claude and other AI tools — prompting, building reusable workflows, using AI for drafting, data work, and automation (you will be asked to demonstrate this)
• Advanced Excel proficiency (VLOOKUP, INDEX/MATCH, Pivot Tables, Power Query, VBA/macros)
• Expert-level Google Sheets skills (Apps Script, complex formulas, add-ons, API integrations)
• Proven experience in data cleaning, deduplication, normalization, and validation
• Exceptional organization and follow-through — this role lives and dies on relentless, tracked follow-up and organization
• Great written and verbal English (native or bilingual proficiency — you will text, email, and correspond directly with U.S.-based mineral owners and operators)
• High attention to detail with sensitive legal and financial documents; strict confidentiality required
• Reliable high-speed internet and a distraction-free workspace
• Minimum 2 years experience as an Executive or Senior Virtual Assistant
• Bonus: experience with business phone/text platforms, e-signature tools, CRM/pipeline management, or oil & gas / real estate / title work

Compensation

• Part-time work to start, with opportunity for full-time
• $160 USD/week (20 hours/week)
• Paid bi-weekly via PayPal or bank transfer
• Long-term role with growth potential as the operation scales

To Apply

Submit your application with all four of the following:
1. Resume highlighting Excel/Google Sheets projects and any AI tooling experience
2. 2–3 samples of automated spreadsheets or data cleaning projects
3. AI workflow example: a short written description (with screenshots if possible) of a real workflow you've built or run using Claude or another AI tool — what the manual process was, how you used AI, and the time saved
4. Voice recording (30–60 seconds) introducing yourself and explaining a complex automation you've built

Applications missing any of the four items above will not be reviewed. Only candidates with all required skills will be considered. Working hours will fall between 8:00 AM and 5:00 PM CST, ideally mornings to start.

We are hiring immediately.