Department: AI, Automations & Technology Solutions (ATS)
Reports To: SVP, Director of AI & Innovation
Location: Hybrid / St. Augustine, FL preferred
About the Role
The ATS Team Assistant / Office Manager is the operational backbone of the AI, Automations & Technology Solutions team. This person keeps the team organized, moving, and executing at a high level by managing schedules, coordinating projects, handling communications, and ensuring day-to-day operations run smoothly.
This is an ideal role for someone highly organized, proactive, detail-oriented, and comfortable working in a fast-moving environment involving AI, technology, product development, and cross-functional collaboration.
You will work closely with leadership, internal stakeholders, external vendors, and project teams to reduce friction and help ATS operate efficiently as a growth and innovation engine.
Key Responsibilities
Administrative & Executive Support
Manage calendars, meetings, travel, and scheduling for ATS leadership
Coordinate internal and external meetings, agendas, and follow-ups
Prepare meeting notes, action items, and status updates
Help prioritize incoming requests and communications
Support presentation prep, documentation, and executive reporting
Office & Team Operations
Keep ATS workflows organized across projects and initiatives
Maintain team documentation, SOPs, folders, and shared resources
Coordinate onboarding for contractors, vendors, and new team members
Track budgets, invoices, subscriptions, and vendor contracts
Ensure office and team operational needs are addressed quickly
Project Coordination
Assist with project timelines, milestones, and deliverables
Follow up with stakeholders to keep initiatives moving
Track dependencies across AI, automation, integration, and product efforts
Maintain project dashboards and status reporting
Help identify bottlenecks and escalate issues early
Communication & Coordination
Serve as a central point of coordination for ATS requests
Help route incoming opportunities, ideas, and support needs
Draft emails, summaries, internal updates, and communications
Coordinate workshops, training sessions, and team events
Support rollout planning for tools and initiatives across WFG
Qualifications
3+ years in executive assistant, office manager, operations, or project coordination roles
Strong organizational and multitasking skills
Exceptional attention to detail
Excellent written and verbal communication
Comfortable in fast-paced, evolving environments
High discretion with confidential information
Strong follow-through and ownership mentality
Preferred Qualifications
Experience supporting technology, AI, SaaS, or innovation teams
Familiarity with project management tools (Asana, Monday.com, Notion, Jira)
Experience with Microsoft Excel, Microsoft PowerPoint, and reporting dashboards
Interest in AI, automation, and emerging technology
What Success Looks Like
ATS leadership spends less time on administrative overhead
Projects move faster with fewer delays
Communication is clearer and more organized
The team operates with high accountability and execution
ATS scales smoothly as initiatives expand nationwide
Traits We Value
Resourceful
Calm under pressure
Organized but adaptable
Tech-curious
Proactive problem solver
Positive, team-first attitude
At ATS, we are building the future of how technology, AI, and automation transform business operations. We are looking for someone who thrives behind the scenes while making a visible impact on everything around them.
Principals only. Recruiters, please don't contact this job poster.