AI-Native Executive Assistant / Operations Coordinator — Claude or Codex

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: TYPE OF WORK

Part Time

: SALARY

$8-$12/hour depending on experience

: HOURS PER WEEK

20

: DATE UPDATED

Jul 30, 2026

JOB OVERVIEW

I’m looking for a sharp, proactive, AI-native Executive Assistant / Virtual Assistant to become my operational right hand. This is a long-term role for someone who notices loose ends, follows through without being chased, and turns ambiguity into an organized plan.

You must already be comfortable working with Claude and/or Codex. You do not need to be a software engineer, but you should know how to use AI thoughtfully to research, draft, summarize, create SOPs, organize information, and improve workflows—while checking facts and applying your own judgment.

THE PROBLEMS YOU’LL HELP SOLVE

• Follow-ups and open loops: maintain a single source of truth for commitments, chase owners, surface blockers, and make sure nothing quietly dies.
• Scheduling and calendar management: coordinate internal and external meetings, resolve conflicts, protect focus time, prepare context, and handle changes without creating more work.
• Day-to-day operations: keep projects moving, document repeatable processes, coordinate deadlines, and bring order to scattered requests.
• Team onboarding: prepare accounts, access, checklists, documents, introductions, and first-week plans so new teammates can contribute quickly.
• Inbox and communication support: triage messages, draft concise replies, identify decisions needed, and ensure important conversations receive a response.
• Meetings: prepare agendas, capture decisions and action items, assign owners, and follow through afterward.
• Research and recommendations: investigate options, summarize tradeoffs, and recommend a next step instead of sending a pile of links.
• AI-assisted execution: use Claude or Codex to turn rough requests, meeting notes, and scattered context into clear drafts, action plans, SOPs, checklists, and decision briefs.
• Systems improvement: spot recurring friction and propose a cleaner workflow, template, checklist, automation, or AI-assisted process.

WHAT GREAT PERFORMANCE LOOKS LIKE

• Important follow-ups are completed before I need to ask about them.
• I receive a concise daily update: completed, waiting on, risks, decisions needed, and next actions.
• My calendar reflects my priorities and includes the context needed for each meeting.
• Every new tea ---------- mber has the correct access, documentation, meetings, and clear first-week plan.
• Projects have visible owners, deadlines, and next steps.
• Problems are surfaced early, with possible solutions.
• Claude or Codex makes your work faster and more structured without making it generic, inaccurate, or careless.

YOU’RE A STRONG FIT IF YOU

• Have 3+ years supporting a founder, executive, or fast-moving team.
• Already use Claude and/or Codex regularly in real work and can explain your workflows clearly.
• Write excellent, concise English and communicate clearly.
• Are comfortable asking clarifying questions, making sensible assumptions, and respectfully pushing back.
• Have a reliable personal system for tracking commitments and follow-ups.
• Can work independently and maintain confidentiality.
• Are confident with Google Workspace, calendars, Slack, Notion or similar project tools.
• Understand that AI should amplify judgment, not replace it; you verify outputs before using or sending them.
• Can overlap at least 3 hours with Europe/Lisbon business hours.

HOW TO APPLY

Start your application with the words “CLOSED LOOP” so I know you read the full post. Then answer these questions:

1. Describe two specific times you noticed and solved an important problem before your executive asked.
2. What exact system do you use to track commitments, delegated tasks, and follow-ups?
3. Scenario: I ask you to schedule an important external call next week and ensure a new tea ---------- mber is ready to start Monday. What would you do in your first 30 minutes?
4. Describe one real workflow where you used Claude or Codex to produce a better result. Include what you gave it, how you iterated, and how you verified the output.
5. What hours can you overlap with Europe/Lisbon, and what other ongoing clients or jobs do you currently have?
6. What hourly rate are you seeking?

Shortlisted candidates will complete a paid 3–5 hour work simulation involving calendar prioritization, follow-up management, written communication, onboarding coordination, and responsible use of Claude or Codex. The trial is paid regardless of the hiring decision.

Please do not send a generic AI-written cover letter. Clear, specific examples and thoughtful judgment matter much more than a polished résumé.

SKILL REQUIREMENT

Executive Assistance

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AI-Native Executive Assistant / Operations Coordinator — Claude or Codex

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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