NOVA Injury Law is seeking a dynamic, highly organized, and technology-focused AI Operations Coordinator.
This individual will provide executive support to our Founder and Principal Lawyer while coordinating projects for the marketing department. They will also play an important role in helping NOVA identify, introduce, and optimize artificial intelligence solutions across our operations.
The ideal candidate is an exceptional organizer and proactive problem-solver who is genuinely passionate about AI and emerging technology. They should be comfortable managing a busy inbox, coordinating multiple projects, improving internal systems, and helping teams adopt more efficient ways of working.
This is not a software development position. We are looking for someone who understands the practical applications of AI and can connect technology, people, and processes to improve how our organization operates.
Responsibilities:
- Executive Support
- Manage and organize the Founder’s inbox, calendar, correspondence, and priorities
- Review incoming communications, flag urgent matters, draft responses, and ensure timely follow-up
- Coordinate meetings and prepare agendas, notes, documents, and action items
- Conduct research and prepare presentations, reports, summaries, and other materials
- Organize information, files, and internal documentation
- Anticipate needs and help ensure important priorities continue moving forward
- Handle confidential and sensitive information with professionalism and discretion
Marketing Project Coordination
- Coordinate the planning, execution, and monitoring of marketing projects, campaigns, events, sponsorships, and special initiatives
- Develop project plans and track schedules, responsibilities, approvals, milestones, and deliverables
- Collaborate with the marketing team, other departments, vendors, and external partners
- Facilitate communication between stakeholders to maintain alignment on project goals, priorities, and timelines
- Maintain marketing calendars, project-management systems, and supporting documentation
- Identify potential delays or challenges and proactively help resolve them
- Ensure projects are organized, completed on time, and aligned with company priorities
AI, Technology and Process Improvement
- Help lead the practical adoption and integration of AI tools across the organization
- Identify opportunities to use AI and automation to improve productivity, client service, communication, research, and internal operations
- Coordinate the planning, testing, implementation, and ongoing improvement of AI-related initiatives
- Gather feedback and requirements from team members to determine where AI can provide the greatest value
- Research and evaluate emerging AI tools and recommend solutions that align with business needs
- Develop more efficient workflows, templates, automations, and standard operating procedures
- Document new systems and processes to support consistent use across the organization
- Monitor the effectiveness of implemented tools and recommend improvements
- Help employees understand and confidently adopt approved AI technology
- Coordinate with internal team members and external technology providers when required
- Ensure AI tools are used thoughtfully, accurately, and with appropriate consideration for confidentiality and data security
- Stay current on developments in AI and workplace technology
Requirements:
- Previous experience in executive assistance, operations, project coordination, marketing coordination, or a related position
- Strong knowledge of and genuine enthusiasm for artificial intelligence and emerging technology
- Demonstrated experience using AI tools to improve productivity, communication, workflows, or business processes
- Excellent organizational and project-management skills
- The ability to manage multiple projects and competing priorities simultaneously
- Strong written and verbal communication skills
- A proactive, analytical, and solutions-focused approach to problem-solving
- Strong attention to detail and consistent follow-through
- Experience using project-management and workplace collaboration platforms
- The ability to learn new software quickly and help others use it effectively
- Confidence coordinating projects involving multiple departments and stakeholders
- Sound judgment when working with sensitive or confidential information
- The ability to work both independently and collaboratively in a fast-paced environment
Experience That Would Be an Asset
- Experience supporting a founder, owner, or senior executive
- Experience coordinating projects within a marketing or professional-services environment
- Familiarity with project-management approaches such as Agile, Scrum, Kanban, or Waterfall
- Experience implementing new software, automation, or AI-powered tools
- Experience developing workflows, templates, process documentation, or standard operating procedures
- Familiarity with Microsoft 365, SharePoint, project-management platforms, CRM systems, and marketing technology
- An understanding of data privacy, information security, and responsible AI use
The Ideal Candidate
You are highly organized, dependable, and naturally curious about how work can be done better. You are comfortable supporting a busy executive while taking ownership of projects and coordinating multiple stakeholders.
You actively use AI and understand its potential to transform more than individual tasks. You can recognize opportunities to improve entire workflows, introduce more effective systems, and help a team adopt new technology successfully.
When you encounter an inefficient or repetitive process, your instinct is to understand the problem and find a smarter solution. You combine technological curiosity with strong judgment, communication, and attention to detail.
This is an opportunity to help shape how NOVA Injury Law uses AI while providing essential support to its leadership and marketing functions.
Benefits:
- Casual dress
- Dental care
- On-site parking
