Virtual Assistant (VA) for Operations / EA to CEO

AZ Media · Remote · Eastern time zone About AZ Media We sit at the cutting edge of AI and marketing — and we bring that edge to small businesses that usually never get access to it. We're not just doers; we're thinkers. Every engagement starts with strategy and ends with work we're proud of, held to a high bar. We've built a portfolio of brands we love working with, and we do it with a team that feels less like coworkers and more like family — people we grow with, long term. If that's the kind of work and the kind of team you want to be part of, keep reading. About the role AZ Media is looking for a highly organized, detail-oriented Operations & AI Coordinator to work directly with the founder, building and maintaining the operational systems that support our agency and our client delivery. This is **not** a traditional executive assistant role. We're looking for someone who enjoys creating order from chaos — building systems, organizing information, documenting processes, and helping scale a fast-moving AI and marketing agency. The ideal person is resourceful, proactive, comfortable with ambiguity, and thrives in a constantly evolving environment where priorities can shift quickly. What you'll do - Organize and maintain Notion workspaces, databases, and documentation - Create and update SOPs, process documentation, and internal knowledge bases - Build and maintain client knowledge bases for AI implementations - Support client onboarding and asset collection - Coordinate with contractors, team members, and clients as needed - Manage project documentation and operational records - Maintain CRM and operational data accuracy - Use AI tools such as Claude, ChatGPT, and Notion AI to improve workflows and documentation - Identify inefficiencies and recommend process improvements - Assist with internal operations, reporting, and special projects What you'll bring Required - Advanced Notion experience - Excellent written and verbal English - Exceptional organizational skills and attention to detail - Strong problem-solving and research abilities - Comfortable learning new software quickly - Experience using AI tools in daily work - Ability to manage multiple projects and priorities simultaneously - Strong documentation and process-thinking skills - Ability to work independently with minimal supervision Nice to have - Familiarity with any of: ClickUp, Slack, Google Workspace, GoHighLevel, Canva, Gamma - Basic Figma experience How we work Our clients are in U.S. Eastern time, so we need you available during Eastern business hours. We hold a high bar — and we give you the tools to hit it: Slack for communication, ClickUp for projects, and AI woven throughout our work. To thrive here you're detail-oriented and organized, you communicate clearly and proactively, you give and take feedback well, and you can read a brief or work order and run with it. The fit We work with our people long term. We're looking for someone who wants to be a real part of the team — not a one-off gig. Do great work, care about it, and you grow with us. You may be a great fit if: - You genuinely enjoy organizing messy information and creating structure - You think in systems and processes - You're naturally detail-oriented and thorough - You enjoy learning new tools and technologies - You thrive in fast-paced startup environments - You're adaptable and comfortable with changing priorities - You take ownership and proactively solve problems - You can turn ideas and conversations into documented processes and actionable next steps In your application, please answer this question: Tell us about the messiest system, project, workspace, or process you've ever organized. What was broken, what did you do, and what was the result?**