AI Powered · Operations
Virtual Assistant
Bali, Indonesia (required) · Contractor · starting part-time
A broad, high-trust Virtual Assistant role: part personal assistant, part business coordinator, part events support. You help take work off the founder’s plate, filter what reaches him, keep the moving parts organised, and make AI Powered show up professionally to clients, partners and audiences.
About AI Powered
AI Powered is an education and events business. We teach people and companies to use AI (Claude) through cohort programmes and mentoring, build websites, funnels and automations for clients, speak across Asia, and are building a series of AI events in Indonesia, starting in Bali and expanding to Jakarta, Singapore and beyond.
The role
Ross’s time needs to go where it earns: teaching, selling, speaking, attracting sponsors and brand deals, and delivering. Too much currently goes on administration, coordination and follow-up. You become the operator who keeps the business moving, and often the first voice a client, sponsor or event organiser hears.
What you’ll own
- Act as a generalist operator across inbox, calendar, cohorts, events, finance, legal support, content and community
- Filter noise so the founder only sees what matters, with recommendations, not dumps
- Own events, sponsorship and speaking logistics as core work, not side tasks
- Represent AI Powered professionally in every first touchpoint
- Keep systems (CRM, files, member sheets, schedules) accurate and findable
- Grow into owning more of the scope as trust and hours increase
Full scope
Inbox, communications & gatekeeping
- Manage and triage the founder inbox: label, prioritise, and respond on his behalf
- Filter inbound opportunities (speaking, media, collaborations, client enquiries): gather details, assess paid vs pay-to-play, and pass only what deserves attention, with a clear recommendation
- Be a professional first point of contact so clients experience a team, not a one-person band
- Manage Instagram and LinkedIn DMs, spotting and nurturing promising conversations
Diary, scheduling & travel
- Own the calendar: book meetings, protect focus time, send reminders
- Schedule calls with clients, speakers, sponsors and partners across time zones
- Book flights and accommodation for trips, events and speaking
- Prepare meeting packs: agendas, background research, and follow-up notes after
Cohorts & programme operations
- Add contacts and enrolments to the correct cohorts
- Maintain member sheets and WhatsApp groups
- Upload session recordings and support the student journey end to end
- Collect testimonials, feedback and success stories after each cohort
Speaking & opportunities
- Research and apply for speaking opportunities across Indonesia and the region
- Assess paid vs unpaid opportunities for exposure vs time cost
- Help maintain a speaker rate card and coordinate confirmed engagements
Events & sponsorship
- Sponsorship outreach: build target lists and run outreach to AI and regional sponsors
- Speaker communications: liaise with potential and confirmed speakers
- Venue research, shortlisting, visits and supplier coordination for Bali events
- Support logistics as events scale (venue days agreed in advance)
CRM, automations, finance & legal
- Test onboarding flows in GoHighLevel, document issues, manage coupons and CRM hygiene
- Create and send invoices, chase payments, track expenses and keep records tidy
- Support basic bookkeeping and Indonesian business admin as needed
- Coordinate contracts from templates and liaise with legal partners on speaker visas when required
Content, community & general ops
- Post approved Instagram content alongside the content strategist and video editor
- Keep the content schedule consistent and engage genuinely with the community
- Run research tasks (markets, venues, people, tools) and keep shared files organised
- Send a short weekly summary: what got done, what’s stuck, what needs founder attention
Requirements
- Indonesian citizen based in Bali with the legal right to work in Bali (including via your own business)
- Proven experience as a VA, EA, or ops coordinator supporting a founder or small team
- Experience with events, sponsorship outreach and speaking logistics
- Experience with light finance and legal admin (invoicing, payment chasing, contracts coordination)
- Experience with content posting and community management (Instagram/LinkedIn or similar)
- Excellent written and spoken English; clear, calm communication
- High organisation, reliability, and judgment under incomplete information
- Comfortable with Google Workspace, WhatsApp Business workflows, and learning new tools fast
- Genuine interest in becoming highly AI-powered in how you work (Claude and similar tools)
Nice to have
- Prior GoHighLevel (or similar CRM) experience
- Existing relationships with Bali venues, suppliers or regional sponsors
How we work
Small team today: founder plus a content strategist, freelance video support, and light intern help. The relationship is two-way. Ross is actively learning to delegate, and you help shape what you take over first.
- Contractor engagement to start, with a trial period to test the fit both ways
- Start part-time (around 10 hours/week) with intent to grow hours if it works
- Access to tools (email, CRM, scheduling, etc.) builds as trust builds
- Direct feedback, clear priorities each week, async by default with Bali-based collaboration
Engagement
This is an open hire for a contractor Virtual Assistant. Exact hours, rate and start date are confirmed with the successful candidate after fit is clear.
- Trial month to validate working style and priorities together
- Scope is deliberately broad over time. Week one focuses on a small agreed set
- Strong performers can grow toward a larger or full-time engagement as the business scales
Learning & growth
A growth mindset is non-negotiable. Everyone inside AI Powered should become AI-powered in their own role. The ambition is for this to be one of the most capable AI-native VA seats in the market.
- Sponsored access to AI Powered’s Claude programme so you learn the product from the inside
- You apply AI directly to inbox, research, ops and documentation in the role
- You experience the student journey you will later help operate and improve