Executive Operations & AI Automations Specialist - Freelance, Remote
Magic One
Executive Operations & AI Automations Specialist - Freelance, Remote
Description\nAbout the Client
Our client is a dynamic, award-winning family business that produces immersive, independent documentaries across health, wellness, and entrepreneurship. Their projects are distributed internationally and have earned acclaim for their authentic, experience-driven storytelling. This fast-paced, multi-brand environment values innovation, continuous learning, and a hands-on, growth-oriented approach.
Why does this role exist?
As the business expands into new ventures and manages a growing portfolio of projects, the founders seek a high-agency specialist to streamline operations and supercharge productivity. This role will help transform fast-moving ideas into structured, scalable workflows by leveraging AI and automation tools, while ensuring seamless communication and follow-through across all brands. The mission is to empower the leadership team to focus on strategy and creative direction by optimizing systems, processes, and team coordination.
The Impact you’ll makeExecutive and Administrative Support\nManage multiple executive inboxes and calendars with discretion and strategic oversight.\nDraft, edit, and send professional communications and internal memos.\nPrepare meeting briefs, summaries, and supporting documents.\nRelentlessly follow up on outstanding action items.\nAI and Automation Implementation\nUtilize ChatGPT and other AI tools daily to draft communications, automate repetitive tasks, and troubleshoot workflows.\nRecommend, build, and implement tools like Zapier, Notion, and GoHighLevel to accelerate productivity.\nCreate and update Standard Operating Procedures (SOPs) across all business areas.\nWorkflow Optimization\nAudit existing processes and identify opportunities to simplify, consolidate, or automate.\nTrack the effectiveness of key workflows and provide regular reports.\nEnsure all tasks are efficiently tracked and completed with speed and accuracy.\nReal Estate and Business Operations\nAssist with real estate logistics such as vendor calls, maintenance requests, documentation, and rental follow-ups.\nMonitor deliverables from service providers and report any bottlenecks or missed deadlines.\nMedia and Brand Support\nManage communications with advertisers, vendors, media contacts, and press.\nCoordinate timelines, shipments, and creative asset requests for ongoing media projects.\n
Skills, Knowledge and ExpertiseRequired:\nMinimum 2 years in an executive assistant, operations, or similar administrative role supporting founders or senior leadership.\nProven daily experience with AI tools such as ChatGPT and automation platforms like Zapier or Notion.\nAdvanced proficiency with Google Workspace (Gmail, Calendar, Drive) and communication tools such as Slack.\nDemonstrable experience managing complex calendars and confidential communications.\nStrong written and verbal English communication skills.\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExpert at leveraging AI and automation to simplify and enhance business processes.\nDetail-oriented and highly organized, with an exceptional ability to manage multiple priorities.\nProactive problem-solver who anticipates needs and takes initiative.\nAssertive yet tactful communicator, able to hold others accountable respectfully.\nDiscreet and trustworthy, with a commitment to confidentiality.\nYou should apply if… \nYou thrive in fast-paced, entrepreneurial environments and are energized by new challenges.\nYou are passionate about continuous improvement, learning, and leveraging technology for better outcomes.\nYou take pride in delivering polished, reliable work and following through on every commitment.\nYou believe in leading by example and value authenticity, transparency, and a solutions-first mindset.\nYou’re excited to support a mission-driven team making a real impact in wellness, media, and business.\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday, 9 AM to 6 PM EST (Eastern Standard Time)\nOccasional weekend availability for urgent matters\n40 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
Department: Support & Leadership
Employment Type: Full Time
Location: Philippines
Reporting To: Client via Magic
Compensation: $7.00 / hour
Description\nAbout the Client
Our client is a dynamic, award-winning family business that produces immersive, independent documentaries across health, wellness, and entrepreneurship. Their projects are distributed internationally and have earned acclaim for their authentic, experience-driven storytelling. This fast-paced, multi-brand environment values innovation, continuous learning, and a hands-on, growth-oriented approach.
Why does this role exist?
As the business expands into new ventures and manages a growing portfolio of projects, the founders seek a high-agency specialist to streamline operations and supercharge productivity. This role will help transform fast-moving ideas into structured, scalable workflows by leveraging AI and automation tools, while ensuring seamless communication and follow-through across all brands. The mission is to empower the leadership team to focus on strategy and creative direction by optimizing systems, processes, and team coordination.
The Impact you’ll makeExecutive and Administrative Support\nManage multiple executive inboxes and calendars with discretion and strategic oversight.\nDraft, edit, and send professional communications and internal memos.\nPrepare meeting briefs, summaries, and supporting documents.\nRelentlessly follow up on outstanding action items.\nAI and Automation Implementation\nUtilize ChatGPT and other AI tools daily to draft communications, automate repetitive tasks, and troubleshoot workflows.\nRecommend, build, and implement tools like Zapier, Notion, and GoHighLevel to accelerate productivity.\nCreate and update Standard Operating Procedures (SOPs) across all business areas.\nWorkflow Optimization\nAudit existing processes and identify opportunities to simplify, consolidate, or automate.\nTrack the effectiveness of key workflows and provide regular reports.\nEnsure all tasks are efficiently tracked and completed with speed and accuracy.\nReal Estate and Business Operations\nAssist with real estate logistics such as vendor calls, maintenance requests, documentation, and rental follow-ups.\nMonitor deliverables from service providers and report any bottlenecks or missed deadlines.\nMedia and Brand Support\nManage communications with advertisers, vendors, media contacts, and press.\nCoordinate timelines, shipments, and creative asset requests for ongoing media projects.\n
Skills, Knowledge and ExpertiseRequired:\nMinimum 2 years in an executive assistant, operations, or similar administrative role supporting founders or senior leadership.\nProven daily experience with AI tools such as ChatGPT and automation platforms like Zapier or Notion.\nAdvanced proficiency with Google Workspace (Gmail, Calendar, Drive) and communication tools such as Slack.\nDemonstrable experience managing complex calendars and confidential communications.\nStrong written and verbal English communication skills.\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\nExpert at leveraging AI and automation to simplify and enhance business processes.\nDetail-oriented and highly organized, with an exceptional ability to manage multiple priorities.\nProactive problem-solver who anticipates needs and takes initiative.\nAssertive yet tactful communicator, able to hold others accountable respectfully.\nDiscreet and trustworthy, with a commitment to confidentiality.\nYou should apply if… \nYou thrive in fast-paced, entrepreneurial environments and are energized by new challenges.\nYou are passionate about continuous improvement, learning, and leveraging technology for better outcomes.\nYou take pride in delivering polished, reliable work and following through on every commitment.\nYou believe in leading by example and value authenticity, transparency, and a solutions-first mindset.\nYou’re excited to support a mission-driven team making a real impact in wellness, media, and business.\n\nWhat to expect...
\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\nMonday to Friday, 9 AM to 6 PM EST (Eastern Standard Time)\nOccasional weekend availability for urgent matters\n40 hours per week\nCompensation:\n$7 per hour\nNo benefits package included\n
Benefits
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