Executive assistant and AI operations

Executive assistant / personal assistant

AI operations / automation

Marketing ops / social media

Executive support, backed by my own AI agents.

Your details, handled. Your confidences, kept.

AI agents that do the work. A human who makes the call.

Creative marketing, run like an operation.

I've spent 3+ years supporting executives: calendars, travel, vendors, events and confidential matters. I also designed and run a personal multi-agent AI system that handles about 700 tasks and messages a week, and nothing in my message hub is sent until I approve it.

3+ years as an executive and personal assistant, most recently to a tech founder: the calendar, flights and charters, about 20 trips in a year, about 25 vendors and contractors, and confidential family and financial matters under an NDA. I also run my own day-to-day operations on AI agents I designed, so I bring that leverage with me.

I designed and operate a personal multi-agent AI system: 8 agents, 6 active, handling about 700 tasks and messages a week across email, budget, time audits, shopping, design and posting, and upkeep. I review about 35 agent decisions a week on one-tap approval cards, and it saves me about 10 hours a week.

Brand and differentiation strategy, a company website, sell sheets and outbound email, then marketing and finances for about 25 events and retreats, the largest about 300 attendees. Today I run AI agents I designed that post short-form video to YouTube and Instagram, and one message hub that brings Instagram, email and my messaging apps into one place.

  • SF Bay Area, open to remote
  • Full-time, part-time or contract
  • Available to start now
Email meLinkedIn
One-page PDF
One-page PDF
One-page PDF
One-page PDF
Joe Gray

What I do for an executive or a team

What I take off your plate

What I bring to an AI or operations team

What I do for a marketing team

Calendar, inbox and calls

I've managed a principal's personal and professional calendar, and screened and routed about 40 calls and emails on a typical day.

Vendors, budgets and projects

About 25 vendors and contractors across construction, interiors, events and household, with the construction and interior budget tracked.

Events, start to finish

About 25 events and retreats in San Francisco and Costa Rica, from venue and vendors to invitations and finances. The largest drew about 300 attendees.

AI operations

I designed and operate my own multi-agent AI system, and I review about 35 agent decisions a week on one-tap approval cards.

Calendar, inbox and calls

I've managed a principal's personal and professional calendar, and screened and routed about 40 calls and emails on a typical day.

Travel, door to door

Flights, charter arrangements, ground transportation and multi-leg international itineraries: about 20 trips in 12 months for my last principal.

Vendors, budgets and projects

About 25 vendors and contractors across construction, interiors, events and household, with the construction and interior budget tracked.

Events and family logistics

About 5 events in a year for my principal, and family obligations balanced against work deadlines.

Agents with clear lanes

8 agents, 6 active, each with its own job: email, budget, time audits, shopping, design and posting, and upkeep.

Approval before anything is sent

Nothing in my message hub is sent until I approve it. I review about 35 agent decisions a week on one-tap cards.

Runbooks, not magic

Every agent has a written runbook, the same habit as the checklists and SOPs I wrote as an executive assistant.

Measured in hours

About 700 tasks and messages a week handled by agents, and about 10 hours a week back.

Short-form video

I designed AI agents that post short-form video to YouTube and Instagram by computer use.

Brand and web

Brand and differentiation strategy, sell sheets, the website, an SEO and SEM vendor, and outbound email to professional services firms.

Event marketing

Marketing, copywriting, venues, invitations and event finances for about 25 events and retreats, the largest about 300 attendees.

Design and media

My own studio as owner and marketing director, then marketing and media design at Cocrea. First place at the North Bay Createathon; the $25,000 ad campaign prize went to a teammate's company.

What I built

The AI system I run my own day on

The AI system behind my posting

In about April 2026 I started building a personal multi-agent AI system. I designed it, directed the build, and operate it every day. It runs my day-to-day operations.

8
AI agents, 6 active
about700
tasks and messages a week
about35
agent decisions a week I review
about10
hours a week saved

How a message moves through it

  1. ArrivesiMessage, WhatsApp, Signal, Instagram and email land in one message hub.
  2. TriagedAn agent triages it and drafts a reply.
  3. ApprovedI get a one-tap approval card.
  4. SentOnly then is anything sent.

What it handles

Inbox triage

Agents triage and draft email. An approval card comes before anything is sent.

Budget

Agents track the budget and forecast what is ahead.

Time audits

Agents run time audits, so I can see where the hours go.

Short-form video

Agents post short-form video to YouTube and Instagram by computer use.

One message hub

iMessage, WhatsApp, Signal, Instagram and email in one place.

How I work

A yes before anything goes out

In my own system nothing in the message hub is sent until I approve it, and I review about 35 agent decisions a week. Your name on an email deserves the same care.

Discretion

For a tech founder I handled confidential family, financial and scheduling matters under an NDA. Private stays private.

Write it down

Checklists and SOPs for travel, household and vendors, run-of-show documents for events, and a written runbook for every agent.

Steady when it goes sideways

I led a client's cloud data migration (about 50 users) through a server provider outage and finished with minimal data loss. When a retreat producer misallocated funds, I renegotiated, ended the contract, and the retreat still ran.

Experience

  1. Apr 2026 to present

    AI Operations

    Independent project

    • Designed and operate a personal multi-agent AI system: 8 agents, 6 active, about 700 tasks and messages a week.
    • Approval cards before anything is sent; about 35 agent decisions a week reviewed.
  2. Sep 2024 to present

    CEO

    Executive Edge, LLC, San Francisco Bay Area

    • Executive health and performance coaching business for executives and high-net-worth clients.
  3. Mar 2023 to Feb 2024

    Executive Assistant / Personal Assistant

    Private principal (tech founder), San Francisco, CA

    • Managed the calendar, flights, charters and ground transportation; arranged about 20 trips in 12 months.
    • Coordinated about 25 vendors and contractors; handled confidential matters under an NDA.
  4. Jan 2021 to Dec 2022

    Executive Assistant to the CEO and Managing Partner

    Symbio (managed IT services), San Francisco, CA

    • Wrote checklists and SOPs, and worked with PR groups and publishing outlets on content in international publications.
    • Led a client's cloud data migration (about 50 users) through a server provider outage with minimal data loss.
  5. Oct 2020 to Dec 2024

    Owner and Fitness Coach

    Future Fitness Bay Area (own business), El Cerrito, CA

    • Own studio: personalized programs, group sessions, client scheduling, billing and admin.
  6. Jan 2018 to Dec 2021

    Event and Retreat Producer

    Self-employed, San Francisco and Costa Rica

    • About 25 events and retreats in San Francisco and Costa Rica; the largest drew about 300 attendees.
    • Marketing, copywriting, venues, vendor bookings, artist visas and event finances.
  7. Earlier

    Executive Assistant

    Earlier executive assistant roles

    • Francisco Finance, Executive Assistant.
    • Simon Buys Houses LLC, Executive Assistant and Property Management.
  1. Apr 2026 to present

    AI Operations

    Independent project

    • Designed and operate a personal multi-agent AI system: 8 agents, 6 active, about 700 tasks and messages a week.
    • Approval cards before anything is sent; about 35 agent decisions a week reviewed.
  2. Sep 2024 to present

    CEO

    Executive Edge, LLC, San Francisco Bay Area

    • Executive health and performance coaching business for executives and high-net-worth clients.
  3. Mar 2023 to Feb 2024

    Executive Assistant / Personal Assistant

    Private principal (tech founder), San Francisco, CA

    • Managed the calendar, flights, charters and ground transportation; arranged about 20 trips in 12 months.
    • Coordinated about 25 vendors and contractors; handled confidential matters under an NDA.
  4. Jan 2021 to Dec 2022

    Executive Assistant to the CEO and Managing Partner

    Symbio (managed IT services), San Francisco, CA

    • Wrote checklists and SOPs, and worked with PR groups and publishing outlets on content in international publications.
    • Led a client's cloud data migration (about 50 users) through a server provider outage with minimal data loss.
  5. Jan 2018 to Dec 2021

    Event and Retreat Producer

    Self-employed, San Francisco and Costa Rica

    • About 25 events and retreats in San Francisco and Costa Rica; the largest drew about 300 attendees.
    • Marketing, copywriting, venues, vendor bookings, artist visas and event finances.
  6. Earlier

    Executive Assistant

    Earlier executive assistant roles

    • Francisco Finance, Executive Assistant.
    • Simon Buys Houses LLC, Executive Assistant and Property Management.
  1. Apr 2026 to present

    AI Operations

    Independent project

    • Designed and operate a personal multi-agent AI system: 8 agents, 6 active, about 700 tasks and messages a week.
    • Approval cards before anything is sent; about 35 agent decisions a week reviewed.
  2. Sep 2024 to present

    CEO

    Executive Edge, LLC, San Francisco Bay Area

    • Executive health and performance coaching business for executives and high-net-worth clients.
  3. Mar 2023 to Feb 2024

    Executive Assistant / Personal Assistant

    Private principal (tech founder), San Francisco, CA

    • Managed the calendar, flights, charters and ground transportation; arranged about 20 trips in 12 months.
    • Coordinated about 25 vendors and contractors; handled confidential matters under an NDA.
  4. Jan 2021 to Dec 2022

    Executive Assistant to the CEO and Managing Partner

    Symbio (managed IT services), San Francisco, CA

    • Wrote checklists and SOPs, and worked with PR groups and publishing outlets on content in international publications.
    • Led a client's cloud data migration (about 50 users) through a server provider outage with minimal data loss.
  5. Jan 2018 to Dec 2021

    Event and Retreat Producer

    Self-employed, San Francisco and Costa Rica

    • About 25 events and retreats in San Francisco and Costa Rica; the largest drew about 300 attendees.
    • Marketing, copywriting, venues, vendor bookings, artist visas and event finances.
  1. Apr 2026 to present

    AI Operations

    Independent project

    • Designed and operate a personal multi-agent AI system: 8 agents, 6 active, about 700 tasks and messages a week.
    • Approval cards before anything is sent; about 35 agent decisions a week reviewed.
  2. Sep 2024 to present

    CEO

    Executive Edge, LLC, San Francisco Bay Area

    • Executive health and performance coaching business for executives and high-net-worth clients.
  3. Mar 2023 to Feb 2024

    Executive Assistant / Personal Assistant

    Private principal (tech founder), San Francisco, CA

    • Managed the calendar, flights, charters and ground transportation; arranged about 20 trips in 12 months.
    • Coordinated about 25 vendors and contractors; handled confidential matters under an NDA.
  4. Jan 2021 to Dec 2022

    Executive Assistant to the CEO and Managing Partner

    Symbio (managed IT services), San Francisco, CA

    • Wrote checklists and SOPs, and worked with PR groups and publishing outlets on content in international publications.
    • Led a client's cloud data migration (about 50 users) through a server provider outage with minimal data loss.
  5. Jan 2018 to Dec 2021

    Event and Retreat Producer

    Self-employed, San Francisco and Costa Rica

    • About 25 events and retreats in San Francisco and Costa Rica; the largest drew about 300 attendees.
    • Marketing, copywriting, venues, vendor bookings, artist visas and event finances.
  6. 2017 to 2019

    Marketing and Media Design

    Cocrea, Nevada City, CA

  7. Jan 2016 to Aug 2016

    Marketing Lead (part time)

    Symbio (managed IT services), San Francisco, CA

    • Brand and differentiation strategy, an SEO and SEM vendor, sell sheets, the website and outbound email.
  8. 2011 to 2014

    Owner and Marketing Director

    Studio Gray, Santa Rosa, CA

Tools I use

AI and automation

  • Claude
  • Claude Code
  • OpenAI Codex
  • ChatGPT
  • Gemini
  • Perplexity
  • Zapier
  • n8n

Workspace

  • Google Workspace
  • Microsoft Office
  • Excel
  • Slack
  • Notion
  • Trello
  • DocuSign
  • Zoom
  • Calendly
  • QuickBooks

Creative and marketing

  • Canva
  • Figma
  • Adobe Photoshop
  • Adobe Premiere
  • CapCut
  • Squarespace
  • WordPress
  • Shopify
  • Hootsuite
  • Meta Business Suite

Workspace

  • Google Workspace
  • Microsoft Office
  • Excel
  • Slack
  • Notion
  • Trello
  • DocuSign
  • Zoom
  • Calendly
  • QuickBooks

AI and automation

  • Claude
  • Claude Code
  • OpenAI Codex
  • ChatGPT
  • Gemini
  • Perplexity
  • Zapier
  • n8n

Creative and marketing

  • Canva
  • Figma
  • Adobe Photoshop
  • Adobe Premiere
  • CapCut
  • Squarespace
  • WordPress
  • Shopify
  • Hootsuite
  • Meta Business Suite

Creative and marketing

  • Canva
  • Figma
  • Adobe Photoshop
  • Adobe Premiere
  • CapCut
  • Squarespace
  • WordPress
  • Shopify
  • Hootsuite
  • Meta Business Suite

AI and automation

  • Claude
  • Claude Code
  • OpenAI Codex
  • ChatGPT
  • Gemini
  • Perplexity
  • Zapier
  • n8n

Workspace

  • Google Workspace
  • Microsoft Office
  • Excel
  • Slack
  • Notion
  • Trello
  • DocuSign
  • Zoom
  • Calendly
  • QuickBooks

Let's talk

LinkedIn: linkedin.com/in/joe-y-gray
  • SF Bay Area, open to remote
  • Full-time, part-time or contract
  • Available to start now
  • Any US business hours, including Eastern time
  • References available on request