Executive Assistant & Client Coordinator (AI-Forward, Part-Time, Hybrid – Reno, NV)
Company: Transworld Business Advisors of Reno
Location: Reno, NV (Hybrid: remote with weekly in-person meeting)
Hours: Part-time, 10am–3pm PT, Monday–Friday
Compensation: $22–$32/hour DOE (W2 or 1099)
About the Role
Transworld Business Advisors of Reno is seeking a proactive, tech-savvy Executive Assistant & Client Coordinator to join our growing brokerage. This role is remote-first with one required in-person meeting per week (1–2 hours) in Reno. You’ll support client communications, document workflows, and scheduling, while helping us implement AI-powered solutions across our operations. This position is designed to grow into an Office Manager role as the company expands.
Key Responsibilities
Answer and route inbound calls via Zoom Phone; manage scheduling and calendar
Proactively follow up with clients by phone and email; log all interactions in HubSpot CRM
Prepare, format, and improve client-facing documents and reports using Microsoft 365, Adobe, and AI tools
Send, track, and organize NDAs; maintain a simple dashboard (Excel/HubSpot/AI-enhanced)
Collect and track required client documents; manage checklists and deadlines
Maintain CRM hygiene: update statuses, notes, and tasks
Draft/update SOPs and recommend workflow automations using AI where possible
Research and implement AI-driven solutions to streamline repetitive tasks
Requirements
Based in Reno, NV; available weekly for a 1–2 hour in-person meeting
Consistent availability 10am–3pm PT, Monday–Friday
Experience with AI tools for writing, scheduling, document creation, or workflow automation (e.g., ChatGPT, Microsoft Copilot, Adobe AI, HubSpot automation)
Proficient with Microsoft 365, HubSpot, Zoom Phone, and Adobe
Excellent phone presence and professional written communication
Strong organization, attention to detail, and follow-through
High discretion with confidential information
Background check required
Nice-to-Haves
Professional services experience (brokerage, consulting, legal, finance)
Basic design sense for clean, on-brand documents
Interest in growing into an Office Manager role
How to Apply
Submit your resume and a brief note describing:
Your experience with AI tools in office/admin work (please specify which ones)
Your availability (days/times in PT)
Your experience with call handling, scheduling, and document workflows
