AI Operations Assistant

Scale Army

Role Overview

The AI-Savvy Virtual Assistant will support daily operations, logistics, and administrative tasks while leveraging AI tools and automation to streamline workflows and improve productivity. This role involves organizing information, assisting with communications, coordinating projects, and building efficient systems using modern productivity tools. The Virtual Assistant will proactively identify opportunities to automate repetitive work and maintain well-structured documentation and processes across the business.

The ideal candidate is a tech-savvy generalist who combines Virtual Assistant support with AI operations capabilities and is comfortable experimenting with new tools and performing light coding tasks.

Key Responsibilities

AI-Assisted Task Management

• Use AI tools, including Claude Code, to assist with administrative tasks, research, drafting communications, and organizing information
• Leverage AI platforms such as ChatGPT or similar tools to complete tasks efficiently

Automation Setup

• Identify opportunities to automate repetitive tasks
• Help set up workflows using AI and modern productivity tools to improve operational efficiency

Administrative Support

• Handle day-to-day operational tasks including scheduling, documentation, task tracking, and logistics coordination

Email & Communication Support

• Organize inboxes and assist with drafting responses
• Support efficient communication management across the business

Project & Logistics Coordination

• Help coordinate projects, events, or initiatives by tracking timelines and gathering information
• Ensure tasks remain organized and progress is monitored

Research & Information Gathering

• Conduct research on tools, vendors, or topics
• Summarize findings clearly and concisely to support decision-making

Documentation & Organization

• Maintain organized records, notes, and documentation across tools such as Notion, Google Docs, or similar systems

Process Optimization

• Continuously identify ways to improve workflows and increase productivity using AI and automation tools

Skills

• Fluent in English with excellent written and verbal communication skills
• Highly tech-savvy with strong comfort level in learning and experimenting with new digital tools
• Strong attention to detail and organizational skills
• Ability to work independently and proactively identify ways to improve systems and workflows
• Comfortable using modern productivity tools such as Google Workspace, Notion, Slack, or task management platforms
• Technical curiosity or coding interest, particularly when experimenting with AI-powered automation tools

What Success Looks Like

• Successfully using AI tools to automate and streamline repetitive tasks
• Maintaining highly organized systems for documents, projects, and communications
• Helping reduce operational workload by proactively solving problems and improving workflows
• Delivering high-quality administrative and logistical support with minimal oversight
• Continuously identifying new ways to use AI and technology to improve efficiency