Executive Assistant & Operations Coordinator

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: TYPE OF WORK

Full Time

: SALARY

$1200

: HOURS PER WEEK

40

: DATE UPDATED

Aug 7, 2026

JOB OVERVIEW

SGT Poulson AI Inc. is seeking an experienced, highly proactive Executive Assistant & Operations Coordinator to work directly with our Founders.

This is not a basic virtual assistant, data-entry, or order-taking role. You will serve as a key operational partner to the Founders, helping manage executive priorities, protect their time, coordinate internal communication, maintain accountability, and ensure important tasks are completed.

The ideal candidate is highly organized, resourceful, detail-oriented, and able to operate independently in a fast-paced environment. You should be someone who thinks ahead, identifies problems before they become bigger issues, and takes ownership without needing constant direction.

PRIMARY RESPONSIBILITIES

• Manage Founder calendars, meetings, appointments, schedules, and priorities.

• Protect executive time by identifying scheduling conflicts, organizing priorities, and ensuring high-value activities receive appropriate attention.

• Manage reminders, follow-ups, deadlines, and commitments.

• Draft, organize, and help manage professional emails and internal communication.

• Prepare meeting agendas, take notes, document decisions, and track action items through completion.

• Coordinate day-to-day team communication through Slack.

• Track assigned tasks, deadlines, deliverables, and outstanding follow-ups.

• Follow up with tea ---------- mbers to ensure assigned work is completed and communicate problems or delays to the Founders.

• Maintain and organize company systems, documentation, SOPs, meeting notes, and internal processes in Notion and Google Workspace.

• Collect, organize, and track required Loom progress reports.

• Help create, document, and improve Standard Operating Procedures and internal workflows.

• Conduct research, organize information, summarize findings, and prepare concise executive briefs to support decision-making.

• Assist with recruiting activities including organizing applicants, initial candidate screening, scheduling interviews, candidate communication, and onboarding coordination.

• Support special projects, operational initiatives, documentation, and other high-priority assignments from the Founders.

TOOLS USED IN THE ROLE

• Slack
• Notion
• Google Workspace
• Loom
• GoHighLevel
• ChatGPT and other AI tools
• Zoom / Google Meet

REQUIRED QUALIFICATIONS

• Minimum 3+ years of professional experience in Executive Assistance, Operations Coordination, Project Coordination, Administrative Support, or a closely related role.

• Experience directly supporting Founders, CEOs, executives, or business owners strongly preferred.

• Experience working with U.S. companies, startups, technology companies, or fast-paced business environments preferred.

• Excellent written and spoken English.

• Exceptional organization and attention to detail.

• Strong professional communication skills.

• Strong time-management and prioritization skills.

• Ability to manage multiple responsibilities and deadlines simultaneously.

• Strong follow-through and accountability.

• Excellent problem-solving and critical-thinking ability.

• Ability to work independently with minimal supervision.

• Comfortable professionally following up with tea ---------- mbers and maintaining accountability.

• High level of discretion, professionalism, and confidentiality.

• Tech-savvy and comfortable learning new software, automation platforms, and AI tools.

• Proactive mindset with the ability to anticipate needs, identify bottlenecks, recommend solutions, and close loops without constant direction.

The successful candidate will become a trusted operational partner to the Founders and play an important role in building the organizational systems and processes needed as SGT Poulson AI Inc. grows.

SKILL REQUIREMENT

Project Management Operation Management Executive Assistance

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Executive Assistant & Operations Coordinator

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

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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