AI Executive Operations Partner

DLB Associates

72d•Remote

About The Position

This is an AI-first executive operations role embedded directly with the CEO in a high-velocity, multi-company ecosystem. This is not a traditional executive assistant or administrative support role and is not designed for task-based or reactive support models. Instead, this position functions as an extension of the CEO’s authority and thinking - leveraging AI as a primary operating layer to design systems, compress information and eliminate operational friction. AI is expected to be used as a default operating layer across all workflows, not as an occasional shortcut. The AI Executive Operations Partner acts as a real-time Business Partner to the CEO, transforming high-volume inputs into decision-grade outputs while proactively engineering the CEO’s time, attention, communications and execution capacity across multiple operating companies and stakeholders. This person is 100% dedicated to the CEO and reports into the Admin Operations function. This role operates in a high-frequency partnership model requiring continuous synchronization throughout the business day, with an expectation of anticipating needs, structuring workflows and resolving issues before they reach the executive level. The AI Executive Operations Partner will be self-directed on day-to-day work and independently performs most responsibilities. Will lead teams and projects or tasks of complex scope and broader programs. Will coordinate activities of other personnel. Assists in the development of policies and procedures. The Executive Operations Partner will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Requirements

Integrates AI deeply into their daily workflows and decision-making
Uses AI as a core operating lever, not just an occasional tool
Brings experience beyond task execution, with ownership over operations, systems, or outcomes
Thrives in fast-paced, dynamic environments with shifting priorities and high expectations
Bachelor’s degree in Business Administration, Communications, Operations, or a related field preferred; equivalent progressive professional experience demonstrating system ownership and operational impact will be considered in lieu of formal education.
13–18 years of progressive experience in executive operations, senior-level administrative leadership, or executive support within consulting, engineering, or similarly high-velocity professional services environments, including at least 7–10 years directly supporting C-Suite or enterprise-level executives in complex, multi-stakeholder or multi-entity settings.
Professional services experience is strongly preferred, with experience supporting executives in engineering, technology or consulting environments a significant advantage.
Demonstrated experience operating beyond task execution, including ownership of executive operating systems, cross-functional coordination, workflow automation and the preparation of decision-grade executive materials in fast-paced, high-demand environments.

Nice To Haves

The CEO receives only decision-ready, AI-processed inputs - not raw information
The calendar is intentionally engineered daily
If it’s not scheduled, it does not exist
Meetings without agendas are reshaped, compressed or declined
No commitments go stale
Conference and travel logistics are frictionless (QR codes embedded, sessions curated, introductions planned, buffers protected)
The CEO operates with a Business Partner who is consistently several steps ahead

Responsibilities

Own and operate the CEO’s unified executive system across multiple email inboxes, Teams, calendar, commitments and cross-entity workflows
Design and maintain AI-driven workflows for intake → classification → routing → drafting → closure
Build prompt frameworks and reusable AI workflows for email triage, prioritization, summarization and routing, briefing generation, follow-up tracking and decision queue creation
Maintain CEO Decision Queue and Delegated Operating Queue with clear ownership, next steps and escalation paths
Set and enforce routing, escalation and communication standards
Continuously eliminate manual workflows by replacing them with AI-driven systems
Convert high-volume inputs into concise, decision-grade outputs using AI
Draft communications in the CEO’s voice and enforce communication standards across entities
Own the full communication lifecycle and convert threads into structured outcomes
Ensure the CEO never searches for information, logistics or credentials - everything is surfaced proactively
Design and manage the CEO’s calendar across all entities and time zones as a strategic production system
Build deep work blocks, follow-up windows, relationship cadence and context buffers
Enforce agenda-required meeting standards and readiness expectations
Identify and fill schedule gaps with high-value engagements
Integrate calendar planning tightly with travel, priorities and executive energy management
Serve as an embedded, real-time operational partner to the CEO
Execute continuous micro-iterations, rapid reprioritization and dynamic calendar adjustments
Anticipate needs and resolve issues before escalation
Package decisions and drive proactive follow-through to closure
Maintain structured tracking of commitments, deliverables, dependencies and integrations
Operate with CRM-level rigor (owner, next step, due date and escalation path)
Maintain decision logs, stakeholder maps and briefing artifacts
Ensure near-zero stale items across all executive commitments
Own end-to-end travel planning for complex, multi-stop itineraries including flights, ground transport, hotels and contingency plans
Build comprehensive travel briefs with QR codes, meeting prep materials, session schedules, client introductions and time buffers
Coordinate conference and event logistics including registration, speaking engagements, client entertainment and post-event follow-up
Use AI to generate itineraries, briefing materials, stakeholder context and real-time travel updates
Anticipate disruptions and proactively resolve conflicts across time zones and changing conditions
Ensure the CEO arrives prepared and leaves with every commitment captured, routed and tracked
Completion of Assigned Tasks and Deliverables on Time and on Budget
Performs Other Related Duties as Assigned

Benefits

Choice of comprehensive medical plans (including two PPO-style plans and a HDHP w/ HSA option)
Flex spending accounts (FSA)
Dental and vision plans
Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
401k with company match and self-directed brokerage account option
PTO including additional paid time off during the last week of the year
Company paid life insurance coverage for employees and their eligible dependents
Short and long-term disability, AD&D coverage
Professional development opportunities, tuition reimbursement and professional licensing assistance
Paid parental leave after one year of employment