AI-Enabled Executive Assistant

JOB DUCK IS HIRING AN AI-ENABLED EXECUTIVE ASSISTANT

For ambitious, culturally diverse, curious minds seeking booming careers, Job Duck unlocks and nurtures your potential. We connect you with rewarding, remote job opportunities with US-based employers who recognize and appreciate your skills, allowing you to not just survive but thrive. As a lifestyle company we ensure that everybody working here has a fantastic time, which is why we’ve earned the Great Place to Work Certification for 4 years!

Role Overview

The Executive Operations Assistant role with Job Duck offers the opportunity to play a critical role in supporting high-level leaders in a fast-paced, client-focused environment. This position ensures daily operations run smoothly through effective calendar management, clear communication, and strong task execution. You will contribute directly to maintaining structure, organization, and consistency across multiple priorities while supporting both internal leaders and external clients. The role is ideal for someone who enjoys dynamic work, takes ownership of outcomes, and thrives in environments where adaptability and precision are essential.

Schedule:

Monday to Friday from 9:00 AM to 6:00 PM EST (USA)

Your Responsibilities Will Include but Are Not Limited To:

• Tracking individual performance metrics and continuously refining communication and sales skills
• Conducting client care follow-ups to ensure satisfaction and address additional needs
• Facilitating smooth handoffs to the legal team when clients are ready to proceed
• Following up consistently with prospective clients who have not yet retained services
• Maintaining accurate and detailed records in CRM systems
• Taking ownership of moving each consultation toward a defined outcome, including engagement, follow-up, or disqualification
• Responding to inbound leads and conducting consultations by phone and video
• Guiding prospective clients through next steps while ensuring clarity and confidence without providing legal advice
• Conducting post-intake sales calls and documenting client needs and expectations
• Developing AI-assisted document and administrative pipelines
• Optimizing client onboarding and intake workflows through automation
• Implementing reinforcement email systems and automated follow-up workflows
• Managing executive priorities, calendars, and operational follow-ups to ensure alignment and execution
• Developing and maintaining structured knowledge libraries and training resources
• Creating automated systems for content repurposing, transcript extraction, and knowledge organization
• Building and implementing AI-driven workflows to streamline administrative and operational tasks
• Supporting conversion rate optimization and operational efficiency initiatives
• Designing and maintaining professional sales presentations and branded templates
• Managing and tracking firmwide project timelines across legal, sales, and administrative teams
• Collaborating with cross-functional teams to improve processes and workflows
• Coordinating projects, tracking deliverables, and ensuring timely execution
• Building internal workflow systems to improve team productivity
• Identifying opportunities to reduce manual work through automation and system improvements
• Assisting in CRM management and ensuring data accuracy and process efficiency
• Supporting webinar coordination and automating post-event processes

What We’re Looking For:

• At least three years of experience as an Executive Assistant, Operations Assistant, or in a systems-focused support role
• Fluent in written and spoken English with strong professional communication skills
• Availability to overlap at least 4 hours daily with U.S. Eastern Time
• Highly AI-native with experience using tools such as OpenAI, Claude, or Gemini
• Proficiency in automation tools such as Zapier and Make
• Experience building workflows independently using no-code or low-code platforms
• Familiarity with CRM systems and integrations
• Experience creating AI-assisted content pipelines and transcript repurposing
• Knowledge of AI video tools and prompt-based systems
• Experience with knowledge organization systems and search-based workflows
• Familiarity with project management tools such as Asana, Trello, or Notion
• Experience with Microsoft Office, Google Workspace, and presentation tools
• Reliable computer setup (laptop/PC, headset, stable internet min. 10 Mbps download / 5 Mbps upload)
• Quiet, distraction-free remote work environment

What’s In It for You?

• Monthly compensation starting from 1060 USD to 1150 USD
• Paid time off.
• Referral bonuses.
• 100% Remote, Full-Time, Long-Term Career Opportunity.
• Parental leave.
• Opportunities for professional development and training
• Dedicated support from our team.
• A chance to work with clients who share our values.

Ready to dive in? Apply now and make sure to follow all the instructions!

DISCLAIMER: Every candidate must pass each step in our application process to become part of our team. Ensure you have all the required documentation ready to streamline your application process.