Executive Assistant | AI Operations & Strategic Execution

• 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.

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

• 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.

• 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.

• 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.

• 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.

• 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.

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.