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Executive Assistant | AI Operations & Strategic Execution
Job Location:
Job Location:
Rocklin, CA - USA
Hourly Salary:
USD 26 - 28
Hourly Salary:
Posted:
16 August 2026 (30+ days ago)
Posted:
Application Deadline:
18 November 2026
Application Deadline:
Vacancies:
1 Vacancy
Vacancies:
Job Summary
T
Advanced demonstrated use of Claude and other AI tools is a core requirement. You must already use AI confidently to improve speed quality workflows and follow-through. Federal contracting experience is helpful but strong coordination judgment AI fluency and the ability to learn proposal processes quickly are more important.
This role is for an organized high-ownership professional who can keep pace with a fast-moving founder manage complexity and grow quickly.
Founded by USAF veteran Yvonne Pire Trofholz operates on accountability clear communication and Consistent Improvement. Small team. High ownership. Real impact from day one.
Trofholz Technologies is an Equal Opportunity/Affirmative Action Employer. We celebrate diversity and are committed to an inclusive workplace. We E-Verify.
THE OPPORTUNITY
Work directly with Yvonne Pire USAF veteran and owner of Trofholz Technologies and The Rising Zone. You will coordinate executive operations business development marketing and proposal activity across her portfolio - turning direction into action and ensuring nothing gets lost or falls behind.Advanced demonstrated use of Claude and other AI tools is a core requirement. You must already use AI confidently to improve speed quality workflows and follow-through. Federal contracting experience is helpful but strong coordination judgment AI fluency and the ability to learn proposal processes quickly are more important.
This role is for an organized high-ownership professional who can keep pace with a fast-moving founder manage complexity and grow quickly.
WHAT YOU WILL DO
Executive Operations
- Manage Yvonnes calendar inbox communications travel meeting preparation and follow-through across all businesses.
- Communicate on Yvonnes behalf with employees clients partners and vendors with professionalism and executive presence.
- Capture decisions and commitments in real time; convert them into action items with owners deadlines and follow-up.
- Coordinate between Yvonne and the people responsible for execution; track open commitments across the portfolio through completion.
- Use Claude and other AI tools daily to draft and refine communications analyze documents process meeting notes extract actions create repeatable prompts and reduce manual work.
- Turn Yvonnes AI conversations prompts ideas and generated work into organized workstreams and drive them through completion.
- Identify and improve AI-assisted workflows and automations while reviewing outputs for accuracy tone confidentiality and business context.
- Document processes and systems to support consistency and scale.
Marketing
- Coordinate Trofholz marketing execution and serve as liaison between Yvonne and The Rising Zone marketing team.
Proposal Coordination
- Monitor opportunity platforms including for relevant RFPs RFIs and pre-solicitation notices.
- Coordinate proposals from kickoff through submission including schedules contributors compliance version control and review feedback.
- Support content development and reusable libraries using AI appropriately to accelerate drafting and analysis.
- Coordinate post-submission debriefs and capture lessons learned.
Business Development
- Track opportunity pipelines bid/no-bid decisions submissions and award outcomes across both companies.
- Coordinate BD meetings follow-ups action items partners and teaming communications.
- Prepare presentations briefings materials for BD and client engagements.
WHAT WE ARE LOOKING FOR
An organized professional AI-forward operational partner with strong judgment initiative follow-through and the ability to learn quickly.| What We Are Looking For | Why It Matters |
| Advanced demonstrated AI fluency | Use Claude and other AI tools confidently to improve work solve problems and streamline workflows. |
| Strong coordination and organization | Manage executive operations and proposal activity without losing details or deadlines. |
| Clear professional communication | Represent Yvonne effectively with employees clients partners and vendors. |
| Proposal-process aptitude | Learn structured proposal workflows quickly; federal contracting experience is helpful not required. |
| Initiative and solutions | Use the 1-3-1 approach: one problem three options one recommendation and a clear next step. |
| Growth mindset | Be coachable curious and committed to consistent improvement. |
| Discretion and trust | Manage sensitive business information and executive communications appropriately. |
Requirements
- Bachelors or associate degree in business communications or a related field or equivalent professional experience.
- 2 years of experience in executive assistance proposal coordination business development support or a related role.
- Advanced professional use of Claude and other AI tools for drafting analysis prompt development and workflow improvement.
- Ability to evaluate and refine AI-generated work for accuracy tone confidentiality and business context.
- Proficiency in Microsoft 365 including SharePoint Teams Word Outlook and Excel.
- Strong written and verbal communication with professional executive presence.
- Exceptional organization mindfulness follow-through and ability to manage competing priorities independently.
- Ability to work primarily in Rocklin with occasional Sacramento work and potential future travel with Yvonne.
- Valid drivers license and reliable transportation.
Helpful Not Required
- Federal government contracting or proposal-process knowledge including or GovWin IQ.
- Marketing coordination or business development support experience.
- Experience in small-business or multi-entity environments.
COMPENSATION & GROWTH
$23.00-$28.00 per hour based on experience with performance-based increases tied to demonstrated results at 30 60 and 90 days.ABOUT TROFHOLZ TECHNOLOGIES
Trofholz Technologies is a Woman-Owned Service-Disabled Veteran-Owned ISO 9001:2015 certified security integrator headquartered in Sacramento CA. Since 2002 Trofholz has delivered electronic security systems cybersecurity and compliance services and Division 27 IT and infrastructure solutions to federal agencies and critical infrastructure clients nationwide.Founded by USAF veteran Yvonne Pire Trofholz operates on accountability clear communication and Consistent Improvement. Small team. High ownership. Real impact from day one.
HOW TO APPLY
Submit all the following:- Your resume.
- Cover letter (under 400 words): Describe your experience supporting an executive or coordinating a complex project including your role the outcome and what you would do differently. Include proposal experience if applicable.
- One professional writing sample such as a proposal section capability statement or business email.
- Optional but strongly valued: a video under 3 minutes introducing yourself and explaining why this role interests you.
Trofholz Technologies is an Equal Opportunity/Affirmative Action Employer. We celebrate diversity and are committed to an inclusive workplace. We E-Verify.
Trofholz is an equal opportunity/affirmative action employer and we E-Verify. All offers of employment at Trofholz are contingent upon clear results of a thorough background check and drug screen.
Required Experience:
Senior IC
About Company
A leading provider of physical security, information security, and IT services/products in Northern California. Solid past performance in Sacramento area with federal, state, and local clients.
