Executive Assistant – Business Operations & AI Tools

Overview

Full-time, remote, during Los Angeles business hours. Support the owner of a holding company with several small businesses at different stages. The most active is Tooth Hurt, a service that connects dental offices with local patient inquiries. The owner uses AI tools heavily. This role is about execution: doing the real-world work that AI can’t, and keeping things moving without needing to be chased.

Schedule

• Monday to Friday, 9:00 AM to 5:00 PM Pacific Time (Los Angeles). 40 hours a week. Lunch is typically around 12:00 PM, with flexibility depending on the day’s calls and tasks.

Responsibilities

Administrative support

• Manage the owner’s business inbox: triage daily, reply to routine messages using approved templates, and flag what needs the owner’s attention
• Calendar management, reminders, and confirmations
• Monthly: download bank, brokerage, and credit card statements for each company and file them in the correct Google Drive folders using the established naming convention
• Keep the Google Business Profile and online directory listings current (weekly posts, review responses, consistency fixes)
• Pull weekly advertising numbers into a simple report (reporting only, no changes to ad accounts)

Personal support

• Serve as the owner’s personal assistant: take tasks and requests as they come up and handle them or keep them moving
• Coordinate with family, vendors, and others as needed on shared plans, scheduling, and follow-ups
• Keep a running list of what the owner has handed off, so nothing gets lost

Research and special projects

• Ad hoc research, groundwork, and coordination across the owner’s businesses and new ventures
• Take on special projects as they come up and see them through
• Use ChatGPT, Claude, and similar tools to draft, summarize, and research, then clean up and file the results

Requirements

• Comfortable and confident on the phone with small-business owners and front-desk staff. This is essential
• Excellent spoken and written English; Spanish is a strong plus
• Organized, detail-oriented, and reliable; keeps a tracking sheet without being asked
• Tech-savvy with Gmail, Google Workspace, and Google Business Profile, and quick to learn new tools
• Experienced with AI tools (ChatGPT, Claude) and able to use them independently
• Takes initiative, follows through, positive and energetic
• Prior experience in lead generation is a plus

Independent Contractor Perks

• Permanent Work from Home
• Immediate Hiring
• Health Insurance Coverage for eligible locations

Note

Please click the “Apply” button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we’ll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.

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