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

Title AI-Enabled Virtual Administrative Assistant FLSA Status Non-Exempt; Full-Time or Part-Time

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

Reports to Team Lead

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 in video meetings. Reasonable accommodations may be made.

Additional Information

This description outlines the general nature of the role. Responsibilities may vary based on client needs and business priorities.