Executive Assistant | AI Operations & Strategic Execution

Trofholz Technologies•Rocklin, CA

6d•$26 - $28•Onsite

About The Position

This role works directly for Yvonne Pire, the owner of multiple companies including Trofholz Technologies and The Rising Zone. The Executive Assistant will be responsible for executive operations, business development, marketing, and proposal coordination across her portfolio. This position serves as the primary coordinator between Yvonne's direction and the people executing it, ensuring nothing gets lost or falls behind. The ideal candidate will have intermediate professional experience, advanced AI fluency, and a drive for rapid growth. A core requirement is advanced, demonstrated use of AI tools like Claude to improve work speed, quality, and consistency. This role is for individuals who thrive in high-ownership environments, manage complexity, and want to grow alongside a fast-moving founder.

Requirements

Bachelor’s or associate degree in business, communications, or a related field, or equivalent professional experience.
2 or more years of experience as an executive assistant, proposal coordination, business development support, or related role.
Advanced professional use of Claude and other AI tools for drafting, analysis, prompt development, and workflow improvement.
Ability to evaluate and refine AI-generated work for accuracy, tone, confidentiality, and business context.
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.
Valid driver's license and reliable transportation.

Nice To Haves

Foundational knowledge of federal government contracting or proposal processes, including 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, coordinating execution, and ensuring her time is focused on leadership and growth.
Manage Yvonne's calendar, inbox, and communications across all businesses with precision and professionalism.
Communicate on Yvonne's behalf with employees, clients, partners, and vendors, representing her with clarity and executive presence.
Capture ideas, decisions, and commitments in real time during meetings and working sessions, translating 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 people responsible for execution across all companies.
Track all open commitments, tasks, and action items across the portfolio.
Use Claude and other AI tools daily to draft and refine communications, analyze documents, process meeting notes, extract action items, create repeatable prompts, and eliminate repetitive manual work.
Identify, test, and improve AI-assisted workflows and automations across operations, reviewing outputs for accuracy, tone, confidentiality, and business context.
Translate Yvonne’s AI conversation threads, prompt strings, ideas, and generated work products into organized workstreams and drive them through execution, follow-up, and completion.
Document processes and systems to ensure operational consistency as the business scales.
Coordinate marketing activity for Trofholz, working with Yvonne to move direction into execution with internal and external resources.
Serve as the liaison between Yvonne and The Rising Zone marketing team, ensuring alignment, follow-through, and consistent communication.
Monitor opportunity platforms (e.g., SAM.gov) for RFPs, RFIs, and pre-solicitation notices aligned with Trofholz and Rising Zone capabilities.
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 reusable content libraries, using AI to accelerate drafting and analysis, and integrating review feedback.
Coordinate post-submission debriefs to capture lessons learned and strengthen future proposals.
Track the active opportunity pipeline across both companies, including bid/no-bid decisions, submission status, and award outcomes.
Coordinate Business Development meetings, follow-ups, and action items.
Support partner and teaming coordination, maintaining clear communication between Yvonne and external collaborators.
Assist in the preparation of presentations, briefings, and materials for BD meetings and client engagements.