Executive Assistant / Personal Operations| $7 - $8 / hr

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TYPE OF WORK

Full Time

SALARY

$7 - $8/hr

HOURS PER WEEK

40

DATE UPDATED

Aug 15, 2026

JOB OVERVIEW

# Executive Assistant + Personal Operations | AI & Automation | $7–$8/hr

**Full-Time | Remote | Long-Term**

I’m a US-based physician, entrepreneur, and founder looking for an exceptional **Executive Assistant / Personal Operations Coordinator** who can become my long-term right hand.

This role is about much more than completing tasks.

I’m looking for someone who genuinely enjoys **making another person’s life easier, more organized, and more efficient** - someone who notices loose ends, follows things through to completion, and continuously improves the systems around them.

The long-term goal is to build an increasingly effective **operating system for my professional and personal life**, so that less administrative work depends on me and more of my time is available for high-value work, health, relationships, and life.

## What You’ll Help Own

You will work across several businesses and areas of my personal life, including:

* Managing and organizing my email inbox
* Drafting and eventually handling routine email communication
* Making sure important messages, requests, and follow-ups never disappear
* Managing my calendar, meetings, appointments, and scheduling
* Coordinating communication through email, WhatsApp, and other channels
* Tracking tasks, commitments, deadlines, and things other people owe me
* Coordinating with accountants, attorneys, vendors, contractors, team members, and other professionals
* Organizing documents, forms, bills, tax records, contracts, and important files
* Helping coordinate personal appointments, health-related scheduling and records, travel, reservations, events, purchases, and other life administration
* Researching options and bringing me concise recommendations
* Keeping recurring personal and business obligations organized
* Creating SOPs and systems for things we do repeatedly
* Using ChatGPT, Claude, and other AI tools to work faster and better
* Identifying repetitive work that can be automated, simplified, delegated, or eliminated
* Building or helping implement automations using Zapier, Make, n8n, or similar tools

## The Person I’m Looking For

The most important qualities are **ownership, organization, judgment, and follow-through**.

You should be someone who:

* Is extremely organized and conscientious
* Naturally follows up until something is actually completed
* Notices details other people miss
* Communicates clearly and comfortably
* Has excellent written and spoken English
* Is trustworthy and highly discreet
* Can manage multiple moving pieces without becoming overwhelmed
* Thinks ahead instead of waiting for instructions
* Enjoys creating structure from chaos
* Can prioritize what actually matters
* Is comfortable making recommendations
* Learns how I think and gradually handles more independently
* Enjoys technology, AI, systems, and efficiency
* Wants to improve processes rather than repeat inefficient ones forever

**Operations experience is a major plus.**

Experience supporting a founder, executive, physician, entrepreneur, or multiple businesses is also highly valuable.

## A Very Important Part of This Role

I do not want someone who finishes their task list and then waits for more work.

If everything assigned is complete, I want someone who naturally thinks:

**What are we waiting on?
What is coming up next?
What could fall through the cracks?
What can I organize now?
What can I simplify?
What are we still doing manually that could be automated?
What could I take off his plate next?**

That mindset matters more to me than knowing every software tool on Day 1.

## AI & Automation

You should already be comfortable with **ChatGPT and/or Claude** and interested in becoming significantly better with AI.

You may use AI for:

* Email drafting
* Research
* Summaries
* Document review
* Meeting preparation
* Organizing information
* Creating SOPs
* Comparing options
* Building workflows
* Creating reusable prompts and systems

Core Skills: Executive Assistance • Email Management • Calendar Management • Project/Operations Management • Google Workspace • Excellent English Communication • ChatGPT/AI. AI and specific skills for organizational software (Notion, Slack etc.) offer a strong advantage, but resourcefulness and willingness to learn are more important than knowing every platform.

## What Success Looks Like

Over time:

* I rarely need to monitor my own inbox
* My calendar and scheduling largely run without me
* Important follow-ups never depend on my memory
* My documents and administrative responsibilities stay organized
* You know what is happening across my different ventures
* You know what we are waiting for and proactively chase it
* Personal and professional obligations stop becoming last-minute emergencies
* You anticipate many needs before I ask
* Repetitive work becomes increasingly automated
* Our systems improve every month
* The amount of administrative noise reaching me continually decreases

Ultimately, I want you to become someone I trust to help **run the operating system around my life**, not simply someone I send tasks to.

## Compensation

**$7–$8 USD/hour depending on experience and capability**

* Full-time
* Long-term position
* Stable opportunity
* Eastern Time (US)

For the right person, I want this to become a role with increasing trust, responsibility, autonomy, and opportunity over time.

Schedule: Full-time, 40 hours/week. US Eastern time working hours. Typical schedule will include Monday - Friday with a shorter Saturday shift for planning, personal administration, systems improvement, and upcoming week preparation. All within the 40 hours. Exact schedule can be finalized with the right candidate.

## How to Apply

Please start your application with the word **LEVERAGE** so I know you read the entire posting.

Then answer these questions:

1. Tell me about the most demanding executive, founder, or business owner you have supported. What were you personally responsible for?

2. Imagine I want to stop routinely checking my own inbox. How would you gradually take ownership of it while making sure nothing important is missed?

3. Tell me about a time you noticed something needed to be done **without being asked** and took ownership of it.

4. What is one process you have improved, simplified, or automated? AI examples are welcome.

5. What AI tools and automation platforms do you currently use?

6. Imagine it is Friday afternoon. I have 15 unread important emails, three people who owe me documents, two appointments next week that still need coordination, and I haven't given you any new tasks today. Briefly tell me what you would do.


Please also include a **60–90 second video introduction**.

Please don't make the video overly formal or scripted. I want to understand how you communicate and whether we would enjoy working together every day.

I am looking for someone who wants to **grow with me for years**, become deeply trusted, and help create more order, simplicity, and leverage as my businesses and responsibilities continue to grow.

SKILL REQUIREMENT
Email Management AI Tools Executive Assistance
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