Virtual Assistant with AI and Operations Project Management Skills
Personal Assistant or Project Manager – Operations, Freelancers & AI (Remote) A proactive, detail‑driven personal assistant is sought to hire, coordinate and oversee other freelancers, and intelligently leverage AI tools across multiple projects. This role blends classic executive support with light operations management and AI‑enabled problem solving, with the goal of keeping priorities clear, projects moving, and communications tight. Role overview The assistant will act as a central coordination hub: consolidating information, and ensuring that freelance contributors deliver on brief, on time, and to a high standard. The ideal candidate is comfortable switching between strategic thinking (what should happen next?) and hands‑on execution (drafting, following up, documenting, and improving systems). Key responsibilities Coordinate and manage a small team of freelancers (writers, designers, researchers, editors, etc.), including posting roles, screening candidates, scheduling interviews, tracking deliverables, and following up on deadlines. Maintain simple but robust systems (docs, sheets, task boards, checklists) so projects, links, decisions, and assets are easy to find and nothing important is dropped. Use AI tools (e.g., ChatGPT, Claude, Notion AI, Google Workspace AI) to draft emails, summarize documents, create briefs, outline content, and propose options or solutions. Proactively identify bottlenecks, risks, and decision points, flag them early, and suggest concrete next steps rather than waiting for instruction. Draft, refine, and standardize SOPs for recurring processes (hiring, onboarding freelancers, content workflows, simple reporting), updating them as tools and needs evolve. Communicate clearly and regularly via written updates, summarizing progress, issues, and tradeoffs so decisions are fast and well‑informed. Required qualities The successful candidate will demonstrate: Problem solving and resourcefulness at a high level: you compare options, think several steps ahead, and find ways through ambiguity instead of getting stuck. Strong initiative: you naturally take the “next intelligent action,” anticipate needs, and volunteer useful ideas or process improvements without being asked. Systems thinking: you enjoy turning messy inputs into clear workflows, templates, and checklists, and you see how separate projects and freelancers connect to a bigger picture. Excellent written communication: you write concise, structured messages and summaries, and you can document reasoning so others can quickly understand context and decisions. Calm, direct professionalism: you are comfortable giving and receiving feedback, escalating concerns, and holding freelancers accountable while staying respectful and solutions‑oriented. Skills and experience Prior experience as a virtual assistant, executive assistant, project coordinator, or operations‑oriented freelancer supporting founders, executives, or creators. Demonstrated ability to manage or coordinate other freelancers or team members in a remote environment. Proficiency with core productivity tools (Google Workspace or Microsoft 365, task managers, cloud storage) and comfort picking up new software quickly. Practical experience using AI tools in real workflows: drafting content, structuring information, doing first‑pass research, or automating repetitive tasks. Strong organization, time management, and attention to detail; you keep multiple threads moving without dropping details or needing constant reminders. Cultural fit and how to apply This role is best suited to someone who enjoys working closely with a high‑engagement founder, values autonomy, and takes pride in making complex work feel simple, structured, and under control. Curiosity, integrity, and long‑term thinking are essential, as is genuine interest in using AI and systems to create leverage rather than just “checking boxes.” To apply, please submit: A brief background (no CV needed at this stage) highlighting your most relevant personal assistant / operations / coordination experience. 1–2 concrete examples where you managed other freelancers or team members, solved a non‑obvious problem, or significantly improved a process. A short section (approximately 300–400 words) explaining: Why this specific assistant‑plus‑operations role is highly appealing to you. What personal characteristics make you a strong cultural fit (values, working style, communication style, relationship to autonomy and ownership). How you currently use AI tools in your work, and how you see them evolving the way assistants and small teams operate over the next few years. Applications that do not address the cultural‑fit and AI‑usage questions in depth will not be considered, as alignment on mindset and working style is a critical part of this role. Apply tot his job Apply To this Job