Strategic Executive Operations Architect 16105

Position: Executive Operations Partner

Working Hours: 8 AM-5 PM PST (Open to overlap of 4 hours)

Location: South Africa

About the client

The clients company is a consulting company helping $5M$150M organizations scale through revenue system design alignment and automation.

Their proprietary SPARK System unites sales marketing and operations into one predictable growth engine.

Theyre scaling fast building internal systems that reflect the same sophistication they deliver to clients.

Theyre looking for a Strategic Executive Operations Architect someone who combines operational mastery automation engineering and AI intelligence design.

This is not an assistant role.

Youll architect workflows train AI agents document processes and make the business run without manual intervention.

About the Role

Youre the CEOs strategic partner in operations systems and automation.

Your mission: turn every manual workflow into a self-optimizing system one thats documented repeatable and enhanced by AI.

Youll manage the CEOs schedule streamline communication and build automation across our tools but more importantly youll connect those tools with AI agents that learn optimize and improve over time.

What Youll Own

Executive Operations

• Manage the CEOs calendar inbox and workflow using intelligent scheduling and prioritization tools ( Superhuman Gmail AI extensions).
• Draft summarize and automate communications with ChatGPT Claude and custom GPTs.
• Anticipate needs clarify priorities and ensure daily execution runs frictionlessly.

System Design & SOP Development

• Audit every recurring workflow (client delivery marketing course ops speaking pipeline) and build documented automated SOPs in Notion.
• Every SOP should include:
  • Trigger events
  • Linked automations (Zapier/Make/API)
  • Clear success criteria and ownership
• Build modular scalable SOPs for:
  • Proposals Process: Strategy call Fellow transcript ChatGPT Proposal Maker GPT Canva proposal.
  • Contract Process: Proposal accepted Contract auto-generated DocuSign QuickBooks setup Invoice automation.
  • Onboarding Process: Payment Welcome email Internal setup ChatGPT project creation Notion client hub Kickoff deck (Gamma).
  • Client Communication: Automated agendas (12 hrs pre-meeting) recap emails (1 hr post-meeting).
  • Speaker/Outreach: Automated personalization for emails and LinkedIn messages.

AI Agent Development & Integration

• Design and deploy AI agents that orchestrate operations:
  • AI calendar coordinator syncing Notion Google Calendar and Slack.
  • Content agent summarizing meetings updating CRM and triggering follow-ups in Lemlist.
  • Proposal and onboarding agents linking ChatGPT Canva QuickBooks and DocuSign workflows.
• Create internal GPTs or Claude workflows to reduce execution time across marketing client delivery and operations.
• Build and manage integrations via Zapier Make API connectors or AgentKit and monitor system reliability.
• Continuously refine AI prompts logic and triggers to improve accuracy and speed.

Automation & Optimization

• Implement and maintain the following automation roadmap:
  • Meeting Notes: All meeting transcripts automatically saved and organized within Notion client databases.
  • Proposals: One-click generation pipeline connecting Fellow ChatGPT and Canva.
  • Contracts & Billing: Proposal Contract QuickBooks DocuSign Invoice automation.
  • Onboarding: Automated welcome emails checklists internal setup client dashboards and AI project initialization.
  • Client Comms: Automated agendas and recap summaries integrated with Notion and email.
  • Speaker Outreach: Dynamic personalization of email and LinkedIn campaigns via AI templates.
• Ensure every automation has a visible trigger clear output and backup workflow if it fails.

Implementation & Accountability

• Translate high-level ideas into executable projects with milestones and automated tracking.
• Manage internal and contractor deliverables ensuring progress and follow-up without micromanagement.
• Provide weekly summaries with metrics system performance and automation ROI.

Who You Are

• Builder mindset: You dont wait for instructions you architect the solution.
• Strategic executor: You zoom out to see systems then zoom in to fix details.
• Technologist with judgment: You know when to automate when to delegate and when to document.
• Communicator: You write clearly ask smart questions and never assume.
• AI-native: You understand prompts models and how agents integrate into business logic.
• Systems leader: You take pride in SOPs that actually get used not just written.

Requirements

• 5 years in operations systems design or automation roles.
• Proven experience managing executive workflows (calendar email task management).
• Expertise in:
  • Notion (databases dashboards templates)
  • Zapier Make or API automations
  • AI tools (ChatGPT Claude Perplexity AgentKit)
• Strong process documentation skills translating chaos into repeatable SOPs.
• Technical curiosity capable of building and iterating quickly.
• Excellent written communication and structured thinking.

Bonus Points

• Experience with Loveable LangChain AutoGPT or Relevance AI for custom AI agent builds.
• Familiarity with CRM and outreach tools (Clay Lemlist Beehiiv Super AGI CRM).
• Background in startup ops product ops or RevOps.
• Able to build data dashboards in Notion Airtable.

This Role Is NOT for You If

• You need step-by-step instructions.
• You view AI as a gimmick not a toolkit.
• You prefer maintaining systems over building them.
• Youre uncomfortable pushing back or clarifying direction.

This Role IS for You If

• You can read an automation roadmap and start building within a week.
• You thrive on making tools talk to each other.
• You can translate The client mentioned this in a call into a documented automated SOP by end of day.
• You want to help design the operational engine of a company on track for 7-figure scale.

Tech Stack

Communication & Collaboration: Zoom Slack Gmail Google Calendar

Knowledge & PM: Notion Google Drive Fellow AI

Efficiency & Security: 1Password Calendly Motion

AI & Research: ChatGPT Claude Perplexity

Marketing & Growth: Clay Lemlist Beehiiv Super AGI CRM

Design & Visualization: Canva Gamma Whimsical

Automation Frameworks: Zapier Make API Connectors Gumloop AgentKit

Culture

At this company they value CAARE Customer Focus Accountability Adaptability Respect and Excellence.

They move fast build systems and hold a bias for action.

They expect everyone to take ownership communicate clearly and simplify complexity.

Youll work directly with a fast-paced founder who values clarity initiative and proactive execution.

If youre someone who says Give me the goal Ill design the system this is your seat.

Success in 90 Days

• All core business processes (calendar client delivery marketing ops) documented and automated.
• The automation roadmap above live and functioning.
• SOPs standardized and linked in Notion.
• CEO operating at 8090% automation on daily admin and follow-ups.

Please prioritize candidates who can operate at this level of precision and accountability.

5 Must-Haves

1. Reliability & Time Discipline Shows up on time works aligned with PST hours and communicates schedule changes proactively.
2. Clear Proactive Communicator Confirms scope before acting summarizes updates clearly and keeps all work in Slack / Notion (not side channels).
3. Executive Workflow Management Manages calendar and inbox with judgment; protects executive time; uses automation tools like or Superhuman effectively.
4. Systems & Automation Fluency Builds real workflows in Notion Zapier Make and Google Workspace; comfortable connecting apps and documenting processes.
5. AI Competence with Depth Uses ChatGPT Claude and Perplexity for structured work (summaries drafting system logic) and understands how to train and deploy AI agents for business operations.

5 Deal-Breakers

1. Inconsistent Availability Cannot commit to fixed 4 hour overlap with PST or frequently reschedules.
2. Poor Communication Hygiene ** Relies on personal messaging apps or fails to confirm understanding before executing.
3. Activity for Activitys Sake Mindset Builds dashboards or projects without connecting to outcomes or time-savings.
4. Surface-Level AI Knowledge Knows how to prompt but not how to integrate or automate using AI tools.
5. Low Ownership Mentality Waits for direction avoids accountability or becomes defensive when given feedback.