AI Executive Operations Partner

DLB Associates is a premier engineering and consulting firm specializing in innovative, mission\-critical solutions across hyperscale data centers, advanced infrastructure, and high\-performance building systems. With over four decades of expertise, we partner with some of the world’s most influential companies to design and optimize environments that demand precision, scalability, and resilience.

Join us and be part of a team where your voice matters, your work makes an impact, and your growth is a shared priority.

Position Title: AI Executive Operations Partner (CEO Co\-Pilot) \- Level VI

Position Location: 100% Remote

Salary

DLB recognizes salary ranges from job boards do not necessarily reflect our pay ranges. In many instances we out\-compete those ranges for well\-qualified candidates.

Job Summary

This is an AI\-first executive operations role embedded directly with the CEO in a high\-velocity, multi\-company ecosystem. This is not a traditional executive assistant or administrative support role and is not designed for task\-based or reactive support models. Instead, this position functions as an extension of the CEO’s authority and thinking \- leveraging AI as a primary operating layer to design systems, compress information and eliminate operational friction. AI is expected to be used as a default operating layer across all workflows, not as an occasional shortcut.

The AI Executive Operations Partner acts as a real\-time Business Partner to the CEO, transforming high\-volume inputs into decision\-grade outputs while proactively engineering the CEO’s time, attention, communications and execution capacity across multiple operating companies and stakeholders. This person is 100% dedicated to the CEO and reports into the Admin Operations function. This role operates in a high\-frequency partnership model requiring continuous synchronization throughout the business day, with an expectation of anticipating needs, structuring workflows and resolving issues before they reach the executive level.

The AI Executive Operations Partner will be self\-directed on day\-to\-day work and independently performs most responsibilities. Will lead teams and projects or tasks of complex scope and broader programs. Will coordinate activities of other personnel. Assists in the development of policies and procedures.

The Executive Operations Partner will communicate and operate in line with organizational goals and values, as well as departmental objectives.

Essential Functions

AI\-Enabled Executive Operations \& Multi\-Inbox Command Center (30%)

• Own and operate the CEO’s unified executive system across multiple email inboxes, Teams, calendar, commitments and cross\-entity workflows
• Design and maintain AI\-driven workflows for intake classification routing drafting closure
• Build prompt frameworks and reusable AI workflows for email triage, prioritization, summarization and routing, briefing generation, follow\-up tracking and decision queue creation
• Maintain CEO Decision Queue and Delegated Operating Queue with clear ownership, next steps and escalation paths
• Set and enforce routing, escalation and communication standards
• Continuously eliminate manual workflows by replacing them with AI\-driven systems

Executive Communications \& Decision Support (15%)

• Convert high\-volume inputs into concise, decision\-grade outputs using AI
• Draft communications in the CEO’s voice and enforce communication standards across entities
• Own the full communication lifecycle and convert threads into structured outcomes
• Ensure the CEO never searches for information, logistics or credentials \- everything is surfaced proactively

Strategic Calendar Engineering \& Time Optimization (15%)

• Design and manage the CEO’s calendar across all entities and time zones as a strategic production system
• Build deep work blocks, follow\-up windows, relationship cadence and context buffers
• Enforce agenda\-required meeting standards and readiness expectations
• Identify and fill schedule gaps with high\-value engagements
• Integrate calendar planning tightly with travel, priorities and executive energy management

Real\-Time Executive Synchronization (15%)

• Serve as an embedded, real\-time operational partner to the CEO
• Execute continuous micro\-iterations, rapid reprioritization and dynamic calendar adjustments
• Anticipate needs and resolve issues before escalation
• Package decisions and drive proactive follow\-through to closure

Follow\-Through Engine \& Commitment Discipline (10%)

• Maintain structured tracking of commitments, deliverables, dependencies and integrations
• Operate with CRM\-level rigor (owner, next step, due date and escalation path)
• Maintain decision logs, stakeholder maps and briefing artifacts
• Ensure near\-zero stale items across all executive commitments

Executive Travel, Conferences \& Logistics (15%)

• Own end\-to\-end travel planning for complex, multi\-stop itineraries including flights, ground transport, hotels and contingency plans
• Build comprehensive travel briefs with QR codes, meeting prep materials, session schedules, client introductions and time buffers
• Coordinate conference and event logistics including registration, speaking engagements, client entertainment and post\-event follow\-up
• Use AI to generate itineraries, briefing materials, stakeholder context and real\-time travel updates
• Anticipate disruptions and proactively resolve conflicts across time zones and changing conditions
• Ensure the CEO arrives prepared and leaves with every commitment captured, routed and tracked

Completion of Assigned Tasks and Deliverables on Time and on Budget

• Performs Other Related Duties as Assigned

Position Requirements (Advanced level for all)

* This Role Is Best Suited For Someone Who:

• Integrates AI deeply into their daily workflows and decision\-making
• Uses AI as a core operating lever, not just an occasional tool
• Brings experience beyond task execution, with ownership over operations, systems, or outcomes
• Thrives in fast\-paced, dynamic environments with shifting priorities and high expectations

Success in this role means:

• The CEO receives only decision\-ready, AI\-processed inputs \- not raw information
• The calendar is intentionally engineered daily
• If it’s not scheduled, it does not exist
• Meetings without agendas are reshaped, compressed or declined
• No commitments go stale
• Conference and travel logistics are frictionless (QR codes embedded, sessions curated, introductions planned, buffers protected)
• The CEO operates with a Business Partner who is consistently several steps ahead

Physical Demands

The following physical demands must be met by the employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is

• Frequently required to remain in a stationary position
• Frequently moving through home office
• May be required to lift up to 20 pounds

Travel Requirements

• Up to 10%, this may include travel to any or all 50 US states
• Travel is defined as physically leaving home on behalf of business activities including but not limited to client sites, meetings with other employees, meeting for business development purposes, running errands on behalf of the business, attending industry conferences, etc.

Education / Experience

• Bachelor’s degree in Business Administration, Communications, Operations, or a related field preferred; equivalent progressive professional experience demonstrating system ownership and operational impact will be considered in lieu of formal education.
• 13–18 years of progressive experience in executive operations, senior\-level administrative leadership, or executive support within consulting, engineering, or similarly high\-velocity professional services environments, including at least 7–10 years directly supporting C\-Suite or enterprise\-level executives in complex, multi\-stakeholder or multi\-entity settings.
• Professional services experience is strongly preferred, with experience supporting executives in engineering, technology or consulting environments a significant advantage.
• Demonstrated experience operating beyond task execution, including ownership of executive operating systems, cross\-functional coordination, workflow automation and the preparation of decision\-grade executive materials in fast\-paced, high\-demand environments.

Benefits

DLB Associates offers a very competitive benefits package; highlights include

• Choice of comprehensive medical plans (including two PPO\-style plans and a HDHP w/ HSA option)
• Flex spending accounts (FSA)
• Dental and vision plans
• Comprehensive medical, dental and vision benefits extended to spouse / domestic partner and dependent children up to age 26
• 401k with company match and self\-directed brokerage account option
• PTO including additional paid time off during the last week of the year
• Company paid life insurance coverage for employees and their eligible dependents
• Short and long\-term disability, AD\&D coverage
• Professional development opportunities, tuition reimbursement and professional licensing assistance
• Paid parental leave after one year of employment

CO, CA, IL, NY, WA, and Washington DC residents only: In accordance with CO, CA, IL, NY, WA, and Washington DC law, the range provided is DLB's reasonable estimate of the base compensation for this role. The actual amount may differ based on non\-discriminatory factors such as experience, knowledge, skills, abilities, and location.

DLB Associates is an EEO/Affirmative Action Employer and participates in the E\-Verify program with the Department of Homeland Security. We encourage diversity in our workforce.

Are you ready to challenge yourself and redefine standards in the AEC industry? Apply now and join our award\-winning team!

NOTICE TO THIRD PARTY AGENCIES:

DLB does not accept unsolicited resumes from recruiters, employment agencies, or other staffing services. Unsolicited resumes include any resume or hiring document sent to DLB in the absence of a signed Service Agreement where DLB has expressly requested recruitment/staffing services specific to the position at hand. Any unsolicited resumes, including those submitted to hiring managers or other business leaders, will become the property of DLB and DLB will have the right to hire that candidate without reservation – no fee or other compensation will be owed or paid to the recruiter, employment agency, or other staffing service.

The pay range for this role is:

120,750 \- 144,637\.50 USD per year(Remote (United States))