Virtual Assistant – Logistics, Events

When you apply, please make sure the subject line is:
"Attention to detail matters."

The Vision

At AI Leadership, we believe in clarity, structure, and well-run operations that allow our team to focus on the work that creates the greatest impact. From coordinating events to managing logistics, the details matter—and we're looking for someone who can own those details with precision and consistency.

Who We're Looking For

The Virtual Assistant (VA) will own recurring logistics, event coordination, and operational

enforcement that protect leadership time and uphold Bright-Line Rules. This role ensures

smooth execution of travel, events, podcast production, book shipments, and administrative

support — while actively defending the CEO's and Head of Operations' calendars from

low-leverage demands. The VA will be measured not only on task execution but also on

maintaining system integrity and decision guardrails.

If you are detail-oriented, resourceful, and ready to help keep a high-performing team running smoothly, this role is for you.

Why You Should Join Us

• Learn directly from experienced leaders and a high-performing team.
• Gain exposure to travel coordination, event management, podcast production, and executive support.
• Be part of an organization that values growth, ambition, and proactive problem-solving.
• Work remotely with a team committed to creating structure and protecting focus.

Role Responsibilities

The 20% That Drives 80% of Success

These core priorities have the biggest impact on success in this role:

Travel & Reservations Management

○ Fully own travel booking: flights, hotels, ground transportation, and restaurant reservations.

○ Handle vendor/agent coordination and confirm all arrangements.

○ Maintain detailed itineraries with confirmation numbers, addresses, and special instructions.

○ Ensure all travel details follow established calendar formatting standards.

Event & Workshop Management (LUMA + Others)

○ Schedule and coordinate LUMA workshops and other company events.

○ Cross-check attendee lists against payment/registration data and flag discrepancies.

○ Manage event logistics, tech checks, and follow-up communications.

○ Keep SOPs for event scheduling and execution up to date.

Book Shipments & Inventory Management

○ Manage book shipment requests via Amazon Vendor Central and ShipBob.

○ Coordinate special shipment needs for events, giveaways, or client gifting.

○ Maintain accurate inventory counts and flag low stock.

Calendar Defense & Bright-Line Enforcement

○ Protect calendar blocks per established "Model" rules.

○ Run gatekeeping scripts to vet and filter inbound requests.

○ Maintain a Bright-Line Rules tracker for all exceptions, reporting weekly.

The Remaining 80%

Important functions that support the team but have less day-one impact:

Finance & Admin Support

○ Prepare and submit expense reports.

○ Collect and log receipts in the expense management system.

○ Assist with invoice preparation, submission, and tracking.

○ Maintain a tracker of outstanding invoices and follow up.

Light Team Scheduling & Administrative Support

○ Execute routine admin tasks delegated by the Head of Operations.

○ Assist the Executive Assistant with overflow scheduling and logistics.

○ Maintain calendar hygiene, routine reporting, and data entry.

Content Production Support – PMF Podcast

○ Weekly: Pull inputs from the Notion PMF Podcast database and enter them into Notebook LLM for the 6-minute podcast draft.

○ Maintain a running tracker of episode progress and status.

Skills & Attributes We're Looking For

Out of the gate, you'll succeed here if you are:

• Methodical & Detail-Oriented
  – You notice small discrepancies and close loops without being reminded.
• Proactive Communicator
  – You flag potential issues early, confirm expectations, and keep stakeholders updated.
• Strong in Logistics Coordination
  – You can seamlessly manage the moving parts of travel, events, and book shipments end-to-end.
• Assertive Calendar & Boundary Protector
  – You confidently defend time blocks and apply Bright-Line Rules, even under pressure.
• Organized Project Manager (Light)
  – You can move multiple tasks forward in parallel and keep timelines on track.
• Customer-Service Minded
  – You communicate with vendors, event participants, and internal stakeholders with clarity and professionalism.
• Tech-Comfortable
  – You can quickly learn new platforms like CRM tools, Amazon Vendor Central, ShipBob, LUMA, and Notion.
• Independent Problem-Solver
  – You make sound judgment calls in ambiguous situations without waiting for direction.

Our Values

1. Create remarkable experiences
2. every interaction is a chance to create a remarkable experience where internal and external customers bring us customers.
3. Always be growing
   – We are committed to continuous improvement and learning, both individually and as an organization.
4. Deliver results
   – We hold ourselves accountable for achieving results, taking initiative to solve problems and drive success. When obstacles arise, we ask, "What can I do differently?" and take action, regardless of formal responsibilities.
5. Do the right thing
   – We prioritize integrity and respect in all interactions, treating colleagues, clients, and partners with honesty and transparency.
6. Practice what we teach
   – We lead by example, consistently pushing the boundaries of what it means to be AI-driven.

Compensation:
Starting at $1,200/month (full-time, ~40 hours/week) 8 AM -5 PM CST

Location:
Remote.

Application Process:

Send the following to []:

• Resume (PDF titled "").
• Strategic Thinking Exercise: Outline an approach to ensure an executive stays focused on their highest-impact work.
• Process Optimization Proposal: Share an example of how you've improved an operational workflow in the past.