About this role
About the Client Our client is a mission-driven organization running fellowship and cohort programs that connect donors, partners, and fellows across an international, cross-cultural network. Their Founder's week is built around back-to-back external calls, recurring internal syncs across multiple affiliated initiatives, and a constant stream of relationships that need timely follow-through. As the organization grows, they're building an increasingly AI-enabled operating model — using tools like Claude to summarize information, triage communication, and keep everything moving without things falling through the cracks. Why does this role exist? Right now, all of the Founder's scheduling, follow-up tracking, and day-to-day operational memory rides on his own bandwidth — and that doesn't scale as the organization's donor, partner, and fellow relationships grow. This role exists to take real ownership of the calendar, the inbox, and the "did we follow up with X" loop, using Claude and Claude Code/CLI as core working tools rather than optional add-ons. The organization needs someone who can operate inside their AI-native workflows independently — triaging what matters, summarizing what's dense, and anticipating what's next — so the Founder can focus on the relationships and decisions that need his direct attention. AI-Enabled Workflow & Knowledge Management Use Claude, including Claude Code/CLI where applicable, to summarize vendor PDFs, pitch decks, and deal flow into actionable recommendations Maintain and use NotebookLM as the organization's source-of-truth and knowledge base Refine and run existing Claude skills/workflows, implementing modest automations and agent workflows as needed Calendar & Scheduling Manage the Founder's calendar end-to-end — book, reschedule, and protect time across external meetings, recurring internal check-ins, and personal commitments that need to stay blocked Batch and buffer back-to-back external calls so there's breathing room between them Proactively flag scheduling conflicts before they happen Coordinate fellowship and cohort logistics across time zones, including stacking Asia-region calls Inbox, Follow-Up & Relationship Tracking Triage inbox daily; handle or draft responses to routine requests, and route (not relay) items that belong with someone else on the team Track open threads waiting on a decision from the Founder specifically, and surface them as a short daily list rather than forwarding full threads Draft follow-up emails after every external meeting within 24–48 hours, in the Founder's voice Maintain a running contact log — who was met, when, what was discussed, and what's next — and track open loops until they're actually closed Meeting Support & Program Coordination Prep brief pre-meeting notes (who, context, ask) ahead of external calls Process meeting recordings/transcripts into action items for recurring internal meetings Keep a running list of commitments made in meetings so they get tracked and followed through Run exit interviews and summarize feedback, surfacing clear recommendations Track registrations/RSVPs for public-facing events and flag capacity or logistics issues early Support the fellows/cohort pipeline — kickoff scheduling, applicant follow-up, and onboarding logistics Administrative & Operational Support Handle ad-hoc admin tasks: research, document prep, and presentations Manage expense submission reminders and other recurring admin deadlines Monitor comments on active planning documents and ensure they're addressed or routed appropriately