AI Systems Executive Assistant

MUST LIVE LOCAL TO ROCKLIN, CA AS THIS IS FULLY IN PERSON.

What if your first real job put you directly inside a fast-moving business, working shoulder to shoulder with the owner, using AI tools from day one to manage operations and build systems that actually eliminate redundant manual tasks?

Yvonne Pire is the owner of Trofholz Technologies, a federal security integration firm, and The Rising Zone, a coworking and wellness company, both based in the Rocklin area. She is looking for a sharp, AI-fluent recent graduate who is ready to apply what they know, grow fast, and take real ownership of how her businesses operate.

You are her right hand and her systems builder at the same time. You go where she goes. You capture what she thinks. You build what she envisions. And you use every AI tool available to make the entire operation run faster and smarter by eliminating redundant manual tasks over time.

If you are already using AI tools, think in systems, love being organized, and want a first job where your work visibly matters, this was written for you.

Executive Support and Operations

When Yvonne is local, you shadow her daily — to meetings, site visits, and working sessions. When she travels, you stay back and use that focused time to advance automation projects. As the role grows, there will be opportunities to travel with her as well.

• Capture ideas, decisions, and commitments in real time during meetings and working sessions and translate them immediately into organized action items
• Manage Yvonne’s calendar and inbox across both businesses with precision and professionalism
• Communicate on Yvonne’s behalf with employees, vendors, clients, and partners — representing her with clarity, warmth, and executive presence
• Coordinate travel, logistics, meeting prep, and follow-through so Yvonne stays focused on leadership and growth
• Ensure every open commitment, task, and action item is tracked and closed — nothing falls through the cracks

AI Systems and Automation

From day one, you are using AI tools to do this job better and faster. You are already comfortable with these tools. Now you apply them to a real business with real stakes.

• Use Claude, Manus, and other leading AI tools daily to draft communications, process meeting transcripts, extract action items, and streamline repetitive work
• Build workflow automations using Power Automate or equivalent tools to eliminate manual steps from recurring processes
• Set up and maintain systems in Notion that automatically track action items, commitments, and open loops across both businesses
• Identify manual processes across Trofholz and The Rising Zone that are candidates for automation and bring forward proposals using the 1-3-1 framework: 1 problem, 3 options, 1 recommendation
• Document every process and every system you build so operations stay consistent as the business scales
• Stay current on emerging AI tools and bring recommendations when something new could improve how the business runs

Who Thrives in This Role

We are targeting recent graduates or graduating seniors in computer science, business, or a related field. What matters most is not your GPA or your internship titles — it is how you think, how organized you are, and how much you have already been using AI tools to get things done.

This role requires someone with genuine warmth with people and a systems-oriented mind that sees how to make things run better. We need both.

If you have not been actively using AI tools in your coursework, projects, or daily life over the past two years, this role is not the right fit. The tools are accessible. The expectation is that you are already on them.

What We Are Looking For

Why It Matters

Exceptionally organized and detail oriented

You are managing two businesses’ operations simultaneously. Precision is not optional.

Already using AI tools actively

Claude, Manus, ChatGPT, or whatever works best. We expect day one proficiency, not a learning curve.

Strong people skills

You represent Yvonne with her team, clients, and partners. Professional presence and clear communication are core requirements.

Takes initiative and brings solutions

You use the 1-3-1 approach: identify the problem, bring three options with a recommendation, and a next step. Never just the problem.

Systems thinker

You naturally see how processes connect, where the friction is, and how to make things run more smoothly.

Discreet and trustworthy

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