Executive Assistant and Operations Support

THE OPPORTUNITY

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.

WHAT YOU WILL DO

• Executive Assistant and Operations Support:
  • 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
  • Cook up 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 communications, process meeting notes, extract action items, and eliminate repetitive manual work
  • Cook up with the team to identify and improve workflow automations, ensuring AI tools are utilized as effectively as possible across all operations
  • 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
  • Cook up the full proposal process from kickoff through submission, including schedules, contributor tracking, compliance, and version control
  • Serve as a coordinator for proposal content development by coordinating subject matter experts, maintaining reusable content libraries, and integrating review feedback
  • Cook up 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
  • Cook up BD meetings, follow-ups, and action items ensuring Yvonne's direction moves quickly from conversation to execution
  • Serve as a liaison for partner and teaming coordination, maintaining clear communication between Yvonne and external collaborators
  • Aid in the preparation of presentations, briefings, and materials for BD meetings and client engagements

WHAT WE ARE LOOKING FOR

• Foundational federal contracting knowledge
• Strong coordination and organizational skills
• Clear and professional communicator
• Already using Claude and AI tools actively
• Takes initiative and brings solutions
• Growth mindset
• Discreet and trustworthy

Requirements

• Bachelor's or associate degree in business, communications, or a related field, or equivalent professional experience
• 2 or more years of experience in an executive assistant, proposal coordination, business development support, or related role
• Foundational understanding of federal government contracting and the proposal process
• Active, demonstrated use of Claude and other AI tools. 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
• Hightly 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

• Familiarity with SAM.gov or GovWin IQ
• Background in marketing coordination or business development support
• Exposure to small business or multi-entity business environments