Executive Assistant | AI Operations & Strategic Execution

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.

• Manage Yvonne's calendar, inbox, communications, travel, meeting preparation, and follow-through across all businesses.
• Communicate on Yvonne's 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 Yvonne's AI conversations, prompts, ideas, and generated work into organized work streams 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.

• Coordinate Trofholz marketing execution and serve as liaison between Yvonne and The Rising Zone marketing team.

• Monitor opportunity platforms, including SAM.gov, 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.

• 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.

An organized, professional, AI-forward operational partner with strong judgment, initiative, follow-through, and the ability to learn quickly.

• Advanced, demonstrated AI fluency
• Strong coordination and organization
• Clear, professional communication
• Proposal-process aptitude
• Initiative and solutions
• Growth mindset
• Discretion and trust

• Use Claude and other AI tools confidently to improve work, solve problems, and streamline workflows.
• Manage executive operations and proposal activity without losing details or deadlines.
• Represent Yvonne effectively with employees, clients, partners, and vendors.
• Learn structured proposal workflows quickly; federal contracting experience is helpful, not required.
• Use the 1-3-1 approach: one problem, three options, one recommendation, and a clear next step.
• Be coachable, curious, and committed to consistent improvement.
• Manage sensitive business information and executive communications appropriately.

• Bachelor's 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…