Executive Assistant | AI Operations & Strategic Execution

Job Description

Job Description

T THE OPPORTUNITYWork 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.WHAT YOU WILL DOExecutive Operations

• 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 workstreams 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.

Marketing

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

Proposal Coordination

• 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.

Business Development

• 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.

WHAT WE ARE LOOKING FORAn organized, professional, AI-forward operational partner with strong judgment, initiative, follow-through, and the ability to learn quickly. What We Are Looking For Why It Matters Advanced, demonstrated AI fluencyUse Claude and other AI tools confidently to improve work, solve problems, and streamline workflows.Strong coordination and organizationManage executive operations and proposal activity without losing details or deadlines.Clear, professional communicationRepresent Yvonne effectively with employees, clients, partners, and vendors.Proposal-process aptitudeLearn structured proposal workflows quickly; federal contracting experience is helpful, not required.Initiative and solutionsUse the 1-3-1 approach: one problem, three options, one recommendation, and a clear next step.Growth mindsetBe coachable, curious, and committed to consistent improvement.Discretion and trustManage sensitive business information and executive communications appropriately.Requirements

• 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 Microsoft 365, including SharePoint, Teams, Word, Outlook, and Excel.
• Strong written and verbal communication with professional executive presence.
• Exceptional organization, mindfulness, follow-through, and ability to manage competing priorities independently.
• Ability to work primarily in Rocklin, with occasional Sacramento work and potential future travel with Yvonne.
• Valid driver's license and reliable transportation.

Helpful, Not Required

• Federal government contracting or proposal-process knowledge, including SAM.gov or GovWin IQ.
• Marketing coordination or business development support experience.
• Experience in small-business or multi-entity environments.

COMPENSATION & GROWTH$23.00-$28.00 per hour, based on experience, with performance-based increases tied to demonstrated results at 30, 60, and 90 days.ABOUT TROFHOLZ TECHNOLOGIESTrofholz Technologies is a Woman-Owned, Service-Disabled Veteran-Owned, ISO 9001:2015 certified security integrator headquartered in Sacramento, CA. Since 2002, Trofholz has delivered electronic security systems, cybersecurity and compliance services, and Division 27 IT and infrastructure solutions to federal agencies and critical infrastructure clients nationwide.
Founded by USAF veteran Yvonne Pire, Trofholz operates on accountability, clear communication, and Consistent Improvement. Small team. High ownership. Real impact from day one.HOW TO APPLYSubmit all the following:

• Your resume.
• Cover letter (under 400 words): Describe your experience supporting an executive or coordinating a complex project, including your role, the outcome, and what you would do differently. Include proposal experience, if applicable.
• One professional writing sample, such as a proposal section, capability statement, or business email.
• Optional but strongly valued: a video under 3 minutes introducing yourself and explaining why this role interests you.

Applications without the required cover letter response will not be reviewed.

Trofholz Technologies is an Equal Opportunity/Affirmative Action Employer. We celebrate diversity and are committed to an inclusive workplace. We E-Verify.

Trofholz is an equal opportunity/affirmative action employer, and we E-Verify. All offers of employment at Trofholz are contingent upon clear results of a thorough background check and drug screen.

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