Executive Operations & AI Automations Specialist - Freelance, Remote

Department: Support & Leadership

Employment Type: Full Time

Location: Global+

Reporting To: Client via Magic

Compensation: $7.00 / hour

Description

About the Client
Our client is a dynamic, award-winning family business that produces immersive, independent documentaries across health, wellness, and entrepreneurship. Their projects are distributed internationally and have earned acclaim for their authentic, experience-driven storytelling. This fast-paced, multi-brand environment values innovation, continuous learning, and a hands-on, growth-oriented approach.

Why does this role exist?
As the business expands into new ventures and manages a growing portfolio of projects, the founders seek a high-agency specialist to streamline operations and supercharge productivity. This role will help transform fast-moving ideas into structured, scalable workflows by leveraging AI and automation tools, while ensuring seamless communication and follow-through across all brands. The mission is to empower the leadership team to focus on strategy and creative direction by optimizing systems, processes, and team coordination. 

The Impact you’ll make

Executive and Administrative Support

• Manage multiple executive inboxes and calendars with discretion and strategic oversight.
• Draft, edit, and send professional communications and internal memos.
• Prepare meeting briefs, summaries, and supporting documents.
• Relentlessly follow up on outstanding action items.

AI and Automation Implementation

• Utilize ChatGPT and other AI tools daily to draft communications, automate repetitive tasks, and troubleshoot workflows.
• Recommend, build, and implement tools like Zapier, Notion, and GoHighLevel to accelerate productivity.
• Create and update Standard Operating Procedures (SOPs) across all business areas.

Workflow Optimization

• Audit existing processes and identify opportunities to simplify, consolidate, or automate.
• Track the effectiveness of key workflows and provide regular reports.
• Ensure all tasks are efficiently tracked and completed with speed and accuracy.

Real Estate and Business Operations

• Assist with real estate logistics such as vendor calls, maintenance requests, documentation, and rental follow-ups.
• Monitor deliverables from service providers and report any bottlenecks or missed deadlines.

Media and Brand Support

• Manage communications with advertisers, vendors, media contacts, and press.
• Coordinate timelines, shipments, and creative asset requests for ongoing media projects.

Skills, Knowledge and Expertise

Required:

• Minimum 2 years in an executive assistant, operations, or similar administrative role supporting founders or senior leadership.
• Proven daily experience with AI tools such as ChatGPT and automation platforms like Zapier or Notion.
• Advanced proficiency with Google Workspace (Gmail, Calendar, Drive) and communication tools such as Slack.
• Demonstrable experience managing complex calendars and confidential communications.
• Strong written and verbal English communication skills.
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Expert at leveraging AI and automation to simplify and enhance business processes.
• Detail-oriented and highly organized, with an exceptional ability to manage multiple priorities.
• Proactive problem-solver who anticipates needs and takes initiative.
• Assertive yet tactful communicator, able to hold others accountable respectfully.
• Discreet and trustworthy, with a commitment to confidentiality.

You should apply if… 

• You thrive in fast-paced, entrepreneurial environments and are energized by new challenges.
• You are passionate about continuous improvement, learning, and leveraging technology for better outcomes.
• You take pride in delivering polished, reliable work and following through on every commitment.
• You believe in leading by example and value authenticity, transparency, and a solutions-first mindset.
• You’re excited to support a mission-driven team making a real i