Executive Assistant / Operations Coordinator (AI-Fluent, Long-Term)

Apply Points required: 8

A partner meeting ends and the recording lands in your queue. You use AI tools (Claude, Gemini) to draft the meeting notes — then you apply your own judgment: checking the draft against what you know about the project, catching what the AI missed or got wrong, sharpening the action items. You log each one in ---------- , assigned to the right person with the right deadline. Then — critically — you follow up until every item is actually done, including with me.

About us: The Green Launchpad designs and runs programs that help people get into clean energy careers. We're a small, growing US-based team. Our CEO needs an operational right hand.

What you'll own first (30 days): Meeting recaps and AI-assisted documentation. Task creation, assignment, and tracking in ---------- . Chasing every open item to completion.
What you'll grow into (60–90 days): Calendar and scheduling coordination. Meeting prep and agendas. Partner and speaker follow-up. Event and program logistics (Luma registration, participant lists, session materials). Tracker and database upkeep.
Where this role goes after that: Grant and proposal administration, contractor and invoicing admin, financial tracking support. This is also how the hours grow.

You'll thrive here if:

• You get genuine satisfaction from closing loops. An open action item bothers you until it's done.
• People describe you as "scary organized."
• You already use AI tools weekly — and you know they produce first drafts, not final products.
• You'll keep others on track, including your boss, with tact and persistence.
• You pick up new tools quickly and enjoy it.

This probably isn't for you if:

• You prefer detailed instructions before acting.
• You'd let a thread go quiet if the other person doesn't respond.
• You see AI as either a threat to avoid or a shortcut to skip careful review.
• You're looking for something short-term.

Logistics:

• Rate: $4–8/hour USD, based on experience. Paid semi-monthly via [Wise/PayPal].
• Hours: 10–20/week to start, growing over time.
• Required overlap: 9:00pm–1:00am PHT, Monday–Friday. Please confirm you can commit to this. This is to overlap with the founder and the team, who work on eastern standard time.
• Term: Ongoing, long-term. Independent contractor.

You need: Your own reliable computer, stable internet (good enough for Zoom calls), and a backup plan for power and internet outages.
Tools we use: ---------- , Google Workspace, Zoom, Slack, Notion/Airtable, Luma, Toggl. You don't need all of them — you need to learn fast.

To apply: Email ---------- with the subject line "Loop Closed – [Your Name]".
Answer these three questions in the body. Keep the whole email under 300 words:

• What's your target hourly rate in USD, and can you commit to the hours above?
• Name one AI tool you use weekly, and one specific time it got something wrong that you caught.
• Describe one system or tracker you built yourself to keep something from falling through the cracks.

Attach your resume. Use 8 Apply Points. Applications that don't follow these instructions won't be reviewed.