AI Executive Assistant (Work From Home)

Persona is where the world’s best companies and the world’s best talent meet.We place exceptional people from 98 countries into full-time, long-term remote roles with the most ambitious companies on earth. Fortune 500 enterprises, fast-growing startups backed by Sequoia, Founders Fund, and Andreessen Horowitz, and high-performing companies of every size in between. Project management, operations, finance, design, marketing, customer success, and more. One person, one dedicated client, built to last.The bar is the highest in the industry. More than 200,000 people apply every month, and fewer than 1 in 2,000 are accepted. If you make it, you join a network of people who have cleared a standard most companies couldn’t recruit for on their own, and you get the kind of role that’s almost impossible to find on your own: industry-leading pay set against your experience and skill, real career growth, and a stable seat at a serious company, working from home, anywhere in the world.Persona was founded in 2018 by two Stanford graduates on a simple idea: talent is everywhere, but the systems that connect talent to opportunity are broken. We’re rebuilding them, and we’ve grown into one of the fastest-growing companies in the global talent industry doing it.We hire people who care about the craft of their work, take ownership without being asked, and want to build a career rather than just hold a job. If that’s you, we’d like to meet you.Role SummaryWe are hiring an AI Executive Assistant to support a NYC-based construction management and general contracting firm focused on large-scale commercial and infrastructure projects across the U.S. This role reports directly to the VP of Operations and Strategy, who is leading the company's AI-forward transformation. The initial phase of the role is heavily focused on AI systems and workflow automation — building AI agents, automations, dashboards, and integrations across the business — with the role evolving into a hybrid AI Executive Assistant once foundational systems are in place. This role is purpose-built for someone fluent in no-code/low-code AI automation platforms who can also grow into executive support over time.Key ResponsibilitiesAI Systems & Workflow Automation (Primary Focus)Build and optimize AI workflows, automations, dashboards, and integrations across platforms such as HubSpot, Microsoft 365, Procore, Make.com, Zapier, and n8nActively build AI agents using custom GPTs, Claude Projects, and AI-driven workflow tools to streamline operations and reduce manual workBuild scheduled automations for reporting, summaries, compliance checks, and operational tracking across construction projectsIdentify, document, and automate repetitive processes across operations, sales, and project managementIntegrate Procore with HubSpot, Microsoft 365, and other internal tools to create end-to-end workflowsMaintain and iterate on AI prompts, agents, and workflows as the business scalesDocument automations, system architectures, and SOPs for continuityCommunication & Inbox WorkflowsSupport inbox management and communication workflows to ensure organization across high-volume environmentsBuild inbox triage automations (filters, AI-drafted replies, summarization, follow-up routing)Set up automated digests, briefings, and end-of-week summaries for leadershipExecutive Support (Phased In)Eventually assist with executive support tasks: scheduling, calendar coordination, reminders, and expense/receipt trackingManage travel logistics and meeting prep for assigned executive(s)Prepare meeting agendas, notes, and post-meeting follow-upStrategic & Continuous ImprovementProactively suggest process improvements, tools, and automation opportunities that improve efficiency across the companyStay current with emerging AI tools and automation platforms; pilot new tools and recommend adoptionPartner with the VP of Operations and Strategy on the company's broader AI transformation roadmapRequired Qualifications3+ years of experience in a role focused on automation, AI workflows, operations, or technical executive supportHands-on experience building automations in at least two of: Zapier, Make.com, n8nDemonstrated experience building AI agents or workflows using custom GPTs, Claude Projects, or comparable LLM toolsStrong prompt engineering skills and ability to iterate on AI outputs for production useWorking knowledge of HubSpot (workflows, properties, integrations) and Microsoft 365 (Outlook, Teams, SharePoint, Power Automate exposure a plus)Comfort designing and implementing scheduled automations for reporting, compliance, and operational trackingStrong written and verbal communication; able to translate business needs into automation specsHigh level of ownership; comfortable building from scratch with minimal directionExceptional attention to detail and follow-throughFully fluent in EnglishAbility to commit long-term and full-timePreferred QualificationsExperience with Procore or other construction management platforms (Autodesk Construction Cloud, PlanGrid, Buildertrend)Background in construction, AEC, real estate, or related industriesExperience integrating CRMs (HubSpot, Salesforce) with operational platforms via API or middlewareFamiliarity with Airtable, Notion, or Coda as automation backbonesLight scripting ability (JavaScript or Python) to extend no-code platforms when neededPrior executive assistant or chief-of-staff experience supporting C-suite or VP-level leadersFamiliarity with AI-driven reporting tools (Claude for Analytics, ChatGPT advanced, Otter, Fireflies)Tools & TechnologiesHubSpot, Microsoft 365 (Outlook, Teams, SharePoint, Power Automate), Procore, Make.com, Zapier, n8n, Claude (Projects, API), ChatGPT (custom GPTs), Notion or Airtable, Slack, Loom, Google Workspace; APIs and webhooks; light JavaScript or Python (a plus)Core CompetenciesAI-native operator who builds, not just promptsSystems thinker: maps processes, identifies leverage, automates ruthlesslyHigh autonomy with strong judgment on when to ship vs. iterateTranslates business problems into automation specsCurious and current on emerging AI toolsDetail-driven across many concurrent integrationsDiscreet and trustworthy as the role evolves toward executive supportComfortable in an industry (construction) where digital transformation is actively underwayWhat We OfferBest salaries in the industryWork from anywhere permanentlyOpportunities for growth and advancementA fast-paced and collaborative environmentA warm, people-first company cultureGet paid in your currency of choiceFull benefitsThis is a full-time, long-term role, dedicated exclusively to one of our clients. All roles at Persona are 100% work-from-anywhere. Once hired, we will carefully match you to a client company that best suits your career background, skills, and goals.