Executive Assistant | AI Operations & Strategic Execution

Executive Assistant and Operations Support

You are Yvonne's right hand across all her companies. You shadow her in meetings, capture what she thinks, coordinate what she decides, and make sure her time and attention stay focused on leadership and growth. When she travels, you hold the operation together and use that focused time to move priority projects forward.

• Manage Yvonne's calendar, inbox, and communications across all businesses with precision and professionalism
• Communicate on Yvonne's behalf with employees, clients, partners, and vendors, representing her with clarity and executive presence
• Capture ideas, decisions, and commitments in real time during meetings and working sessions, translating them immediately into organized action items with owners and deadlines
• Coordinate travel, logistics, meeting preparation, and follow-through so Yvonne stays focused on strategy and growth
• Serve as the primary coordinator between Yvonne's direction and the people responsible for execution across all companies
• Track every open commitment, task, and action item across the portfolio and ensure nothing falls through the cracks
• Use AI tools daily to draft and refine communications, analyze documents, process meeting notes, extract action items, create repeatable prompts, and eliminate repetitive manual work
• Identify, test, and improve AI-assisted workflows and automations across operations, reviewing outputs for accuracy, tone, confidentiality, and business context
• Take Yvonne's AI conversation threads, prompt strings, ideas, and generated work products; translate them into organized work streams; and drive each item through execution, follow-up, and completion
• Document processes and systems so operations stay consistent as the business scales

Marketing Support

• Coordinate marketing activity for Trofholz, working with Yvonne to move direction into execution with the right internal and external resources
• Serve as the liaison between Yvonne and The Rising Zone marketing team, ensuring alignment, follow-through, and consistent communication across all marketing efforts

Proposal Coordination

• Monitor opportunity platforms including SAM.gov for RFPs, RFIs, and pre-solicitation notices aligned with Trofholz and Rising Zone capabilities
• Coordinate the full proposal process from kickoff through submission, including schedules, contributor tracking, compliance, and version control
• Support proposal content development by coordinating subject matter experts, maintaining reusable content libraries, using AI appropriately to accelerate drafting and analysis, and integrating review feedback
• Coordinate post-submission debriefs to capture lessons learned and strengthen future proposals

Business Development Support

• Track the active opportunity pipeline across both companies, including bid/no-bid decisions, submission status, and award outcomes
• Coordinate BD meetings, follow-ups, and action items ensuring Yvonne's direction moves quickly from conversation to execution
• Support partner and teaming coordination, maintaining clear communication between Yvonne and external collaborators
• Assist in the preparation of presentations, briefings, and materials for BD meetings and client engagements

What We Are Looking For
- Why It Matters

Advanced, demonstrated AI fluency
- You already use AI tools to produce stronger work, solve problems, and improve workflows every day. This is required, not preferred.

Strong coordination and organizational skills
- You are managing an executive's operations and a proposal pipeline simultaneously. Nothing can fall.

Clear and professional communicator
- You represent Yvonne with her team, clients, and partners across all companies

Proposal-process aptitude
- You can learn structured proposal workflows quickly. Federal-contracting experience is helpful, but not required.

Takes initiative and brings solutions
- You use the 1-3-1 approach: one problem, three options, one recommendation, and a clear next step

Growth mindset
- You are coachable, curious, and committed to consistent improvement

Discreet and trustworthy
- You will have access to sensitive business information and executive communications from day one

Requirements

• Bachelor's or associate degree in business, communications, or a related field, or equivalent professional experience
• 2 or more years of experience as an executive assistant, proposal coordination, business development support, or related role
• Advanced professional use of 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. This is required, not preferred.
• Proficiency in Microsoft 365, including SharePoint, Teams, Word, Outlook, and Excel
• Strong written and verbal communication with professional executive presence
• Highly organized with exceptional attention to detail and follow-through
• Able to manage multiple priorities and operate independently without constant direction
• Primary location is Rocklin, CA with…