Executive Assistant & Project Manager

COFREIGHT INC•Buena Park, CA

2d•$100,000 - $110,000•Onsite

About The Position

We are seeking a highly capable, proactive, and technology-forward Executive Assistant, Project Manager & AI Operations Partner to serve as a strategic extension of the Chief Revenue & Strategy Officer (CRSO). This is not a traditional Executive Assistant position. This role combines executive support, project management, AI operations, workflow automation, business intelligence, and strategic execution into a high-impact partnership designed to increase executive effectiveness and organizational performance. The ideal candidate thrives in fast-paced environments, anticipates needs before they arise, drives initiatives to completion, and leverages modern AI tools to create operational leverage and scalable systems. If you are organized, analytical, resourceful, and excited about using AI and automation to improve business outcomes, we encourage you to apply.

Requirements

3+ years supporting senior executives, founders, or business leaders in fast-paced environments
Demonstrated project management experience with multiple concurrent initiatives
Experience coordinating cross-functional teams and stakeholders
Advanced proficiency in Microsoft Excel and Google Sheets, including: Pivot tables, Complex formulas, Data analysis, Reporting and dashboards, Power Query and data modeling preferred
Strong PowerPoint and Google Slides presentation development skills
Proficiency with Microsoft 365, Google Workspace, Zoom, Slack, Adobe Acrobat, and DocuSign
Experience with project management platforms such as Asana, Monday.com, ClickUp, Notion, Smartsheet, or similar tools
Daily hands-on experience using ChatGPT, Claude, Microsoft Copilot, or similar AI platforms
Experience building Custom GPTs and AI-powered workflows
Strong prompt engineering and AI output quality assurance skills
Familiarity with Zapier, Make, or comparable automation platforms
Ability to identify opportunities to automate, streamline, and improve business processes
Exceptional written and verbal communication skills
Strong business judgment and problem-solving ability
Excellent organizational and time-management skills
High attention to detail with a commitment to accuracy
Ability to manage competing priorities and deadlines
Proven ability to handle confidential and sensitive information

Nice To Haves

Experience supporting C-suite executives
PMP, CAPM, or equivalent project management training
Experience with Notion, Airtable, Power BI, Tableau, or similar platforms
Background in operations, strategy, business analysis, or process improvement
Experience implementing AI tools within business operations
Extreme ownership and accountability
A proactive, solutions-oriented mindset
Strong critical thinking and business acumen
Ability to anticipate needs and solve problems independently
Comfort operating in high-growth, fast-moving environments
Executive presence and professionalism
A passion for systems, automation, and continuous improvement
Calmness and composure under pressure

Responsibilities

Manage executive calendars, scheduling, and priority alignment
Coordinate meetings, agendas, pre-read materials, and follow-up actions
Draft executive communications, presentations, and correspondence
Manage travel arrangements and logistics
Track commitments, deadlines, and key deliverables
Serve as a trusted liaison between the CRSO and internal/external stakeholders
Handle confidential information with professionalism and discretion
Lead and coordinate cross-functional projects and strategic initiatives
Develop project plans, timelines, milestones, and status reports
Identify risks, dependencies, and mitigation strategies
Drive accountability across stakeholders and workstreams
Monitor progress and ensure successful execution of priorities
Support executive-level planning and decision-making processes
Design and implement AI-powered workflows and productivity systems
Build and maintain Custom GPTs, Claude Projects, AI agents, and automation solutions
Automate recurring administrative, reporting, and communication processes
Evaluate emerging AI technologies and identify opportunities for adoption
Improve operational efficiency through workflow optimization and automation
Create and maintain executive knowledge management systems
Develop and maintain KPI dashboards and executive reporting tools
Conduct research, market analysis, and competitive intelligence
Prepare executive briefings and strategic recommendations
Build spreadsheet models and validate business data
Support revenue, strategy, and operational decision-making
Map, document, and optimize business processes
Create SOPs, workflows, and scalable operating procedures
Identify opportunities to eliminate inefficiencies and reduce manual work
Drive continuous improvement initiatives across the executive office
Enhance collaboration and information management systems