AI Project Assistant / Execution Coordinator

AI Project Assistant / Execution Coordinator

Part-time (TBD Hours/Week to start)

Overview

The AI Project Assistant supports Harry Hayman and his team by turning ideas, meeting transcripts, and project notes into clear deliverables using AI tools and digital platforms.

This role focuses on execution and organization, helping move projects forward quickly by converting conversations and notes into actionable outputs (emails, briefs, presentations, research summaries, and task lists).

The assistant does not need to be a subject matter expert in the topics discussed. The role is to use available AI tools and systems to generate first drafts and organize information so leadership can quickly review and finalize work.

Core Responsibilities

1. Turn transcripts into deliverables

• Review meeting transcripts and notes.
• Identify action items and tasks Harry committed to.
• Generate first drafts of:
• emails
• project briefs
• presentations
• summaries
• task lists.

Example:
Create a PowerPoint or project brief directly from a meeting transcript using AI tools.

2. Use AI tools to produce drafts quickly

Use AI tools to create:

• PowerPoint presentations
• research summaries
• briefing documents
• proposals
• structured notes
• follow-up emails.

Deliverables should arrive in editable formats (Word, PowerPoint, Google Docs, etc.) for quick review and editing.

3. Manage the AI tool “suite”

Help maintain and use a shared library of AI tools for the team.

Examples:

• presentation generators
• research tools
• document drafting tools
• task extraction from transcripts

The goal is to create a repeatable system for quickly producing work from ideas and meetings.

4. Capture action items and track tasks

• Review transcripts and meeting notes.
• Extract to-do lists and commitments.
• Track tasks and deadlines.
• Organize them in project management tools (ClickUp or similar).

5. Support multiple projects

Assist across a variety of initiatives, which may include:

• food system initiatives
• economic development projects
• nonprofit initiatives
• marketing or content projects
• new business concepts.

The role requires flexibility and the ability to work across many different topics.

6. Produce quick first drafts

The goal is speed and momentum.

Typical workflow:

• Receive transcript or idea.
• Use AI tools to generate draft output.
• Deliver editable document to Harry.
• Harry reviews once and sends or finalizes.

Skills & Qualifications Required

• Familiarity with AI tools (ChatGPT, Claude, etc.)
• Strong written communication
• Ability to organize information quickly
• Comfort working from transcripts or rough ideas
• Self-directed and responsive

Preferred

• Experience with project management tools (ClickUp, Notion, etc.)
• Experience creating presentations
• Research and summarization skills
• Comfort learning new AI tools and workflows

Ideal Candidate

This role is best suited for someone who:

• enjoys using AI tools to solve problems
• can turn unstructured conversations into structured outputs
• works quickly and independently
• is comfortable supporting a fast-moving founder or executive.

Success in the Role

• ideas become documents quickly
• meetings produce clear outputs
• leadership spends less time drafting and more time deciding

Pay: $15.00 per hour

Application Question(s):

• Have you used AI tools (such as ChatGPT, Claude, or similar) to create professional work outputs (emails, summaries, presentations, or reports)?

Work Location: Hybrid remote in Philadelphia, PA 19130