Executive Operations Associate

About the role

AJAIAs is hiring an Executive Operations Associate to act as the central coordination point for information flow across the organization and to protect the CEO's time. The role builds and owns systems for capturing meeting notes, decisions and follow-up actions, and uses AI tools to synthesize discussions, organize information and draft communications. It sits at the intersection of executive support, AI-enabled workflow automation and cross-functional alignment.

Key responsibilities

• Independently manage the CEO's calendar, meeting coordination and executive preparation
• Produce high-quality meeting summaries, briefing documents and communication materials with minimal revisions using AI-assisted synthesis
• Turn discussions into clear action items with ownership across business leaders (RDI, CSUSA, RAD, etc.)
• Implement structured documentation and AI-assisted workflows to improve information flow between the CEO and business leaders
• Prepare briefing packets for executive stakeholders and handle heavy travel expectations, aligning vacation timing with the CEO's schedule
• Build a strong understanding of the CEO's priorities, communication style and decision-making process within the first 30 days, and develop familiarity with key leaders and business units

Required profile

• 2-5 years of experience in executive operations or coordination roles
• Intellectually curious generalist who brings structure and clarity to fast-paced, complex environments
• Proven track record of managing executive calendars and meeting logistics
• Self-starter with ownership of projects in ambiguous environments
• Ability to travel as required and coordinate vacation timing with executive schedules

Required skills

• Strong writing, organization and AI skills, with a portfolio or examples of AI-enabled executive support outputs
• Proficiency with AI tools for meeting summarization, information organization and communication drafting
• Experience with structured documentation and workflow implementation
• Ability to manage complex calendars and meeting coordination across multiple time zones

What we offer

• Competitive base salary plus performance incentives; final compensation depends on experience, portfolio strength and demonstrated performance