AI-Enabled Virtual Assistant (AZ/CA/CO/FL/TX)

AI-Enabled Virtual Assistant (AZ/CA/CO/FL/TX)

Overview

The AI-Enabled Virtual Administrative Assistant is an execution-focused operator responsible for driving outcomes across multiple client accounts through systems, tools, and process optimization.

Description

Title AI-Enabled Virtual Administrative Assistant Location(s) Remote FLSA Status Non-Exempt; Full-Time or Part-Time

(Schedule may vary; typically during normal business hours Monday–Friday)

Reports to Team Lead Salary range $24 - $26 per hour

Position Summary

The AI-Enabled Virtual Administrative Assistant is an execution-focused operator responsible for driving outcomes across multiple client accounts through systems, tools, and process optimization.

This role is not traditional administrative support. It is a high-output, backend execution role that increases capacity for Account Managers by owning task execution, improving workflows, and leveraging AI to deliver work faster and more efficiently.

The ideal candidate is tech-forward, systems-oriented, and continuously looking for ways to reduce manual effort while maintaining high-quality client service.

Responsibilities ( will vary from client to client but are centered on execution, efficiency, and scalability )

• Execute outcomes across multiple client accounts using systems, tools, and established workflows
• Leverage AI and automation tools to reduce manual work and increase speed and accuracy
• Build, improve, and maintain repeatable processes to streamline ongoing work
• Serve as the primary execution partner to the Account Manager, who retains ownership of strategy and client relationship
• Manage high-volume administrative workflows across multiple clients without sacrificing quality
• Maintain and optimize client systems, including inboxes, calendars, CRMs, and task management platforms
• Coordinate scheduling, meetings, and travel with a high level of accuracy and efficiency
• Process and organize information, including data entry, reporting, and CRM updates
• Conduct research and synthesize findings into clear, usable outputs
• Monitor client communications and respond within established service standards
• Identify inefficiencies and proactively improve workflows without being asked
• Escalate issues quickly and appropriately to the Account Manager
• Track time and manage workload across multiple clients effectively
• Participate in team huddles, trainings, and continuous improvement initiatives
• Engage in ongoing professional development, particularly in AI tools and systems

What Success Looks Like

A top performer in this role:

• Uses AI tools daily to complete and improve work
• Regularly identifies and implements process improvements
• Handles multiple clients with speed, accuracy, and organization
• Reduces execution burden for the Account Manager
• Thinks in outcomes, not tasks

Required Qualifications

• 2+ years of experience in administrative, operations, or similar roles (traditional EA experience not required)
• Strong proficiency with digital tools, including Google Workspace, CRMs, and task management platforms
• Comfort learning and adopting new tools quickly
• Experience using or willingness to learn AI tools (e.g., ChatGPT, Claude, or similar)
• Excellent written and verbal communication skills in English
• Strong organizational and time management skills
• Ability to manage multiple priorities across different stakeholders
• High attention to detail and accuracy
• Ability to work independently and take ownership of outcomes

Core Competencies

• AI-First Mindset: Looks for ways to automate and improve work using AI
• Systems Thinking: Builds processes, not just completes tasks
• High Throughput Execution: Handles volume efficiently without sacrificing quality
• Tool Agility: Quickly learns and adapts to new platforms and technologies
• Ownership: Proactively solves problems and closes loops
• Low Ego, High Output: Focused on execution excellence over visibility

Client Interaction Expectations

• Provide professional, timely, and thoughtful communication
• Maintain a high standard of customer service aligned with EfficientAide values
• Support client needs while ensuring efficiency and clarity in execution
• Collaborate effectively with Account Managers and internal team members

Physical Requirements

Must be able to sit for extended periods, use a computer and phone, and participate …