Executive Assistant and Operations Support

Trofholz Technologies•Sacramento, CA

1d•$23 - $28•Hybrid

About The Position

This role works directly for Yvonne Pire, the owner of multiple companies including Trofholz Technologies and The Rising Zone. The position involves supporting executive operations, business development, marketing, and proposal coordination across her portfolio. The ideal candidate will act as Yvonne's primary coordinator, ensuring nothing is lost or delayed. A significant portion of the role focuses on coordinating proposal and business development activities for both companies. The company is seeking an intermediate-level candidate with foundational experience and a strong drive for growth, who is eager to learn and be coached. Proficiency in using AI tools like Claude for efficiency is a baseline requirement. This role is for individuals who thrive in high-ownership environments, manage complexity, and wish to grow with a fast-paced founder.

Requirements

Bachelor's or associate degree in business, communications, or a related field, or equivalent professional experience
2 or more years of experience in an executive assistant, proposal coordination, business development support, or related role
Foundational understanding of federal government contracting and the proposal process
Active, demonstrated use of Claude and other AI tools. This is required, not preferred.
Proficiency in Microsoft 365, including SharePoint, Teams, Word, Outlook, and Excel
Strong written and verbal communication with professional executive presence
Highly organized with exceptional attention to detail and follow-through
Able to manage multiple priorities and operate independently without constant direction
Primary location is Rocklin, CA with occasional work required at the Sacramento office and potential travel with Yvonne in the future
Valid driver's license and reliable transportation

Nice To Haves

Familiarity with SAM.gov or GovWin IQ
Background in marketing coordination or business development support
Exposure to small business or multi-entity business environments

Responsibilities

Serve as Yvonne's right hand across all her companies, shadowing meetings, capturing decisions, and ensuring her time is focused on leadership and growth.
Manage Yvonne's calendar, inbox, and communications with precision and professionalism.
Communicate on Yvonne's behalf with employees, clients, partners, and vendors.
Capture ideas, decisions, and commitments in real-time during meetings and translate them into organized action items with owners and deadlines.
Coordinate travel, logistics, meeting preparation, and follow-through.
Serve as the primary coordinator between Yvonne's direction and the execution teams across all companies.
Track all open commitments, tasks, and action items across the portfolio.
Utilize AI tools daily to draft communications, process meeting notes, extract action items, and eliminate repetitive manual work.
Coordinate with the team to identify and improve workflow automations, ensuring effective AI tool utilization.
Document processes and systems to ensure operational consistency.
Coordinate marketing activity for Trofholz, moving direction into execution with internal and external resources.
Serve as the liaison between Yvonne and The Rising Zone marketing team, ensuring alignment and communication.
Monitor opportunity platforms like SAM.gov for RFPs, RFIs, and pre-solicitation notices.
Coordinate the full proposal process from kickoff through submission, including schedules, contributor tracking, compliance, and version control.
Support proposal content development by coordinating subject matter experts, maintaining content libraries, and integrating review feedback.
Coordinate post-submission debriefs to capture lessons learned.
Track the active opportunity pipeline across both companies.
Coordinate Business Development meetings, follow-ups, and action items.
Support partner and teaming coordination, maintaining clear communication with external collaborators.
Assist in the preparation of presentations, briefings, and materials for BD meetings and client engagements.