Executive Assistant Project Manager

Job Title: Executive Assistant & Project Coordinator

Company Overview

AGONLP is an AI automation services company specializing in solutions such as AI agents for inbound and outbound operations, chatbot development, and custom AI applications. We help businesses streamline their processes, enhance customer interactions, and drive efficiency through intelligent automation. As a growing firm, we work closely with clients to deliver tailored AI projects, and we're seeking a dedicated team member to support our operations and ensure seamless project delivery.

A Brief Introduction to AI Agents

Since you're new to AI agents, here's a quick overview to get you started: AI agents are intelligent software programs designed to perform tasks autonomously or semi-autonomously on behalf of users or businesses. They can handle repetitive actions, make decisions based on data, and interact with humans or other systems in real-time. For example, in our services, an inbound AI agent might automatically respond to customer inquiries via chat or phone, while an outbound one could schedule calls or send personalized emails.

Companies use AI agents because they significantly boost efficiency, reduce human error, and scale operations without proportional increases in staff. They save time on mundane tasks (like data entry or scheduling), allow teams to focus on high-value work, improve customer satisfaction through 24/7 availability, and cut costs—often by 30-50% in areas like customer support. At AGONLP, we'll provide hands-on training so you can quickly become familiar with these tools and how they integrate into our projects.

Job Summary

We are hiring an Executive Assistant & Project Coordinator to support the founder and team in managing daily operations, client communications, and project workflows. This role is crucial for addressing challenges like scheduling overloads, client updates, requirement documentation, and administrative oversights. You'll act as a central point of coordination, ensuring nothing falls through the cracks while learning about our AI-driven services. This is a full-time position with opportunities for growth in the AI industry. The ideal candidate is fluent in English, an excellent communicator, organized, proactive, and eager to learn.

Key Responsibilities

To solve the specific challenges faced in our operations, your role will include the following duties:

1. Schedule and Timeline Management
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2. Maintain and organize the founder's calendar, including scheduling client meetings, project deadlines, and internal check-ins.

3. Set reminders for upcoming meetings, timelines, and budgets to prevent misses or delays.

4. Track project milestones, budgets, and resource allocations using tools like Google Workspace, Trello, or Asana (training provided if needed).

5. Client Communication and Support
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6. Handle regular updates to clients on project progress via email, calls, or video meetings.

7. Proactively reach out to clients to gather requirements, clarifications, or additional needs throughout the project lifecycle.
8. Prepare and send professional summaries, reports, or follow-ups to keep clients informed and satisfied.

9. Manage inbound client inquiries and route them appropriately, ensuring timely responses.

10. Project Documentation and Developer Coordination
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11. Document client requirements in detail during meetings or calls, creating clear briefs or specs.

12. Transfer these requirements accurately to developers via shared documents, emails, or project management tools to avoid miscommunications.
13. Follow up with developers on progress and relay any updates back to the founder or clients.
14. Track the daily progress of each developer, including what they accomplished during their working hours.
15. Log this information in a shared sheet (e.g., Google Sheets) or CRM system (e.g., HubSpot or similar tools; training provided) for easy reference and reporting.

16. Inform the founder daily or as needed about developer progress, highlighting any achievements, delays, or issues.

17. Administrative and Security Tasks
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18. Assist with password management by maintaining a secure, encrypted vault (e.g., using tools like LastPass or Bitwarden) for company accounts—ensuring easy access without compromising security.

19. Organize files, emails, and project folders for quick retrieval.

20. Handle general administrative duties such as preparing meeting agendas, taking notes, and transcribing discussions.

21. AI-Specific Support
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22. Learn and assist with basic demonstrations of our AI agents, chatbots, and custom apps during client interactions (no prior technical experience required; we'll train you).

23. Research simple AI trends or tools as needed to support project discussions.

24. Contribute to internal processes by suggesting ways AI agents could automate routine tasks within the company.

25. General Support
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26. Step in for the founder during busy periods by representing the company in calls or emails.

27. Monitor and flag any potential issues, such as budget overruns or timeline slips, with proactive solutions.
28. Collaborate with the team to ensure smooth operations and contribute to a positive work environment.

Requirements

• Excellent command of English, both written and spoken, with strong communication skills for client interactions and professional correspondence.
• High level of organization and attention to detail to manage multiple tasks without oversight.
• Proactive mindset: Ability to anticipate needs, such as reminding about meetings or following up on client requests.
• Basic computer proficiency (e.g., Microsoft Office, Google Suite); familiarity with project management tools is a plus but not required.
• Willingness to learn about AI technologies—we'll provide training on AI agents and our services.
• Reliability and discretion, especially when handling sensitive information like passwords or client data.
• Availability for flexible hours to accommodate client meetings (primarily standard business hours).
• No prior experience in AI is necessary, but enthusiasm for technology and quick learning ability are essential.

Preferred Qualifications

• Experience in an administrative, assistant, or coordinator role (1-2 years preferred, but fresh graduates with strong skills are welcome).
• Basic understanding of project management principles.
• Ability to work independently in a fast-paced environment.

What We Offer

• Competitive salary (commensurate with experience).
• Opportunities for professional development, including AI training and certifications.
• Flexible work arrangements (remote or hybrid options available).
• A supportive team environment where your contributions directly impact company success.
• Health benefits and paid time off.

If this role excites you and aligns with your skills, please apply by sending your resume here and a brief cover letter explaining why you're a great fit. We're looking forward to welcoming you to the AGONLP team and helping you grow in the exciting world of AI automation