Executive Assistant | AI Operations & Strategic Execution

Yvonne Pire is the owner of multiple companies, including Trofholz Technologies, a federal security integration firm, and The Rising Zone, a coworking and wellness company. She is a USAF veteran, entrepreneur, and operator building businesses that run on accountability, clear systems, and consistent improvement.

This role works directly for Yvonne across everything she touches: executive operations, business development, marketing, and proposal coordination across her portfolio. You are her primary coordinator, the person who sits between Yvonne's direction and the people executing it. Nothing gets lost. Nothing falls behind.

Proposal and business development coordination are important responsibilities across Trofholz and The Rising Zone. Prior federal-contracting experience is helpful, but it is not the primary qualification. Strong coordination skills, advanced AI fluency, sound judgment, and the ability to learn proposal processes quickly are more important.

We are looking for someone with intermediate professional experience, advanced AI fluency, and the drive to grow quickly. If you are eager to learn, willing to be coached, and ready to use AI as a core part of your work, this is the right environment.

Advanced, demonstrated use of Claude and other AI tools is a core requirement—not a bonus. You must already use AI confidently to improve the speed, quality, and consistency of your work.

If you thrive in high-ownership environments, manage complexity without losing detail, and want to grow alongside a founder who moves fast, this was written for you.
 Executive Assistant and Operations Support
You are Yvonne's right hand across all her companies. You shadow her in meetings, capture what she thinks, coordinate what she decides, and make sure her time and attention stay focused on leadership and growth. When she travels, you hold the operation together and use that focused time to move priority projects forward.
 

• Manage Yvonne's calendar, inbox, and communications across all businesses with precision and professionalism
• Communicate on Yvonne's behalf with employees, clients, partners, and vendors, representing her with clarity and executive presence
• Capture ideas, decisions, and commitments in real time during meetings and working sessions, translating them immediately into organized action items with owners and deadlines
• Coordinate travel, logistics, meeting preparation, and follow-through so Yvonne stays focused on strategy and growth
• Serve as the primary coordinator between Yvonne's direction and the people responsible for execution across all companies
• Track every open commitment, task, and action item across the portfolio and ensure nothing falls through the cracks
• Use Claude and other AI tools daily to draft and refine communications, analyze documents, process meeting notes, extract action items, create repeatable prompts, and eliminate repetitive manual work
• Identify, test, and improve AI-assisted workflows and automations across operations, reviewing outputs for accuracy, tone, confidentiality, and business context
• Take Yvonne’s AI conversation threads, prompt strings, ideas, and generated work products; translate them into organized workstreams; and drive each item through execution, follow-up, and completion
• Document processes and systems so operations stay consistent as the business scales

Marketing Support

• Coordinate marketing activity for Trofholz, working with Yvonne to move direction into execution with the right internal and external resources
• Serve as the liaison between Yvonne and The Rising Zone marketing team, ensuring alignment, follow-through, and consistent communication across all marketing efforts

Proposal Coordination

• Monitor opportunity platforms including SAM.gov for RFPs, RFIs, and pre-solicitation notices aligned with Trofholz and Rising Zone capabilities
• Coordinate the full proposal process from kickoff through submission, including schedules, contributor tracking, compliance, and version control
• Support proposal content development by coordinating subject matter experts, maintaining reusable content libraries, using AI appropriately to accelerate drafting and analysis, and integrating review feedback
• Coordinate post-submission debriefs to capture lessons learned and strengthen future proposals

Business Development Support

• Track the active opportunity pipeline across both companies, including bid/no-bid decisions, submission status, and award outcomes
• Coordinate BD meetings, follow-ups, and action items ensuring Yvonne's direction moves quickly from conversation to execution
• Support partner and teaming coordination, maintaining clear communication between Yvonne and external collaborators
• Assist in the preparation of presentations, briefings, and materials for BD meetings and client engagements

 We are looking for someone who is organized, professional, AI-forward, and eager to grow. You have enough foundational experience to contribute from day one and the drive to develop quickly into a high-performing operational partner. You do not need to have done every part of this role before. You do need strong judgment, work ethic, advanced AI capability, and the willingness to learn fast.
 

What We Are Looking For	Why It Matters
Advanced, demonstrated AI fluency	You already use Claude and other AI tools to produce stronger work, solve problems, and improve workflows every day. This is required, not preferred.
Strong coordination and organizational skills	You are managing an executive's operations and a proposal pipeline simultaneously. Nothing can fall.
Clear and professional communicator	You represent Yvonne with her team, clients, and partners across all companies
Proposal-process aptitude	You can learn structured proposal workflows quickly. Federal-contracting experience is helpful, but not required.
Takes initiative and brings solutions	You use the 1-3-1 approach: one problem, three options, one recommendation, and a clear next step
Growth mindset	You are coachable, curious, and committed to consistent improvement
Discreet and trustworthy	You will have access to sensitive business information and executive communications from day one

Requirements

• Bachelor’s or associate degree in business, communications, or a related field, or equivalent professional experience
• 2 or more years of experience as an executive assistant, proposal coordination, business development support, or 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. This is required, not preferred.
• Proficiency in Microsoft 365, including SharePoint, Teams, Word, Outlook, and Excel
• Strong written and verbal communication with professional executive presence
• Highly organized with exceptional attention to detail and follow-through
• Able to manage multiple priorities and operate independently without constant direction
• Primary location is Rocklin, CA with occasional work required at the Sacramento office and potential travel with Yvonne in the future
• Valid driver's license and reliable transportation

Helpful But Not Required

• Foundational knowledge of federal government contracting or proposal processes, including familiarity with SAM.gov or GovWin IQ
• Background in marketing coordination or business development support
• Exposure to small business or multi-entity business environments

 Pay range is $23.00 to $28.00 per hour based on experience, with performance-based increases tied to demonstrated results at 30, 60, and 90 days.
 Trofholz Technologies is a Woman-Owned, Service-Disabled Veteran-Owned, ISO 9001:2015 certified security integrator headquartered in Sacramento, CA. Since 2002, Trofholz has delivered integrated electronic security systems, cybersecurity and compliance services, and Division 27 IT and infrastructure solutions to federal agencies and critical infrastructure clients across the United States.

Founded and led by Yvonne Pire, a USAF veteran and entrepreneur, Trofholz runs on accountability, clear communication, and a culture of Consistent Improvement.

Small team. High ownership. Real impact from day one.
 We want to see how you think, not just what is on your resume. Submit all the following:
 

• Your resume
• A cover letter under 400 words answering this specific question: Describe your experience supporting an executive or coordinating a complex project. What was your role, what was the outcome, and what would you do differently? If you have proposal experience, describe it here.
• One writing sample demonstrates your ability to communicate clearly and professionally. This can be a proposal section, capability statement, professional email, or any relevant business writing.
• Optional but strongly valued: a short video under 3 minutes introducing yourself and explaining why this specific role interests you. We want to see your communication style and professional presence, not a polished production.

Applications without the cover letter response will not be reviewed. We are looking for the most capable and growth-oriented candidate, not the longest resume.

Trofholz Technologies is an equal opportunity employer. We are committed to building a team that reflects the communities we serve.
 

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.